Under the supervision of the Director of Student Support Services, the employee performs secretarial and clerical duties for the program. Employee maintains administrative files and assists students and staff in the completion of program functions and services.

POSTING DATE: APRIL 10, 2023

SALARY SCHEDULE: Appropriate placement on Salary Schedule E4 06 (range: $27,717 - $43,478). This position involves performance duties for a federally funded project and is contingent on continued federal funding. In the event that funds for this position are discontinued or significantly reduced or if federal requirements for funding this project no longer include this position, the College shall have the right to discontinue the position. Neither tenure or non-probationary status may be attained in this position.

ANTICIPATED START DATE: MAY 15, 2023

The position will be based initially at the Sparks Campus in Eufaula.

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

ESSENTIAL FUNCTION: Office Assistance. Performs clerical, secretarial, and bookkeeping duties for the SSS program.

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  Generates memoranda, letters, reports, charts, and other correspondence.
• Creates and maintains program files ensuring they are kept for appropriate amount of time.
• Retrieves, sorts, routes, and distributes incoming mail and office correspondence.
• Answers general inquires by telephone and in person; answers questions related to SSS.
• Orders and maintains various supplies and materials for SSS staff; maintains inventory; receives merchandise and reconciles with invoice.
• Communicates with vendors and reports pricing.
• Creates purchase agreements for items in the department.
• Provides monthly budget and expenditure reports.
• Creates materials for presentations.

• Creates memos for official granting of aid to the Business Office.
• Records documentation of expenditures for travel requisitions.
• Checks out laptops, notebooks, and calculators for use by program participants; maintains records.
• Assists with the intake process; screens for eligibility, attaining documentation from admissions and financial aid; makes contact with applicants to schedule interviews.
• Creates flyers to publicize SSS workshops.
• Enters participant information into SSS database.
• Distributes tutor request forms and collects completed forms; creates time sheets for tutors for submission to Business Office; coordinates tutors schedules.
• Distributes resume templates and scholarship application materials.
• Assists with graduation ceremony; helps guests find seats and distributes programs; provides of assistance as needed.
• Ensures appropriate fund is utilized for program expenditures.
• Assists with planning and implementing workshops and other program activities.
• Assists program participants in completing financial aid and scholarship applications.

• Reports to work on time, at appropriate workstation or department during all departmental/position scheduled work days and during all departmental/position scheduled work hours.
• Understands that failure to report for work and/or reporting late without prior approval are unacceptable practices and will result in disciplinary action.
• Performs a productive full day’s work.
• Ensures that service to students and the general public is top priority.
• Demonstrates a considerate, friendly, respectful and constructive attitude toward fellow employees and students.
• Adheres to all College and System policies and procedures.

• An associate's degree from an accredited institution with specialized courses in office administration, management or related field is required.
• The ability to work nonstandard hours is required.

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. A complete application packet must be received no later than 2:00 pm, Wednesday, May 3, 2023. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. A complete application packet consists of:

• Completed Wallace Community College employment application
• Current Resume
• Cover letter describing specifically how your experience and qualifications meet the minimum requirements.
• Appropriate transcript identifying the applicant, institution, date degree conferred, and verifying the applicant has received the minimum associate's degree from an accredited institution with specialized courses in office administration, management or related field . (A copy of the diploma will not suffice). NOTE: If employed, official transcripts will be required at that time.
  

• ALL APPLICATION MATERIALS MUST BE SCANNED. It is recommended that you have digital (such as pdf) copies of your cover letter, resume, employment verification documents (if applicable), ALL required transcripts, and any other document identified in the vacancy announcement ready when you begin the on-line application process. You will be given the opportunity to upload these during the process. If you need assistance scanning documents, please contact:

• WE DO NOT ACCEPT FAXED OR E-MAILED application materials.
• When you finish the steps to apply, you will receive an on-screen notice that you have successfully applied. HOWEVER, this notice does not mean your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement.
• All correspondence with applicants regarding the College's search process will be sent via e-mail.

In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Wallace Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.

If you have a disability and require accommodations, please notify us at (334) 556-2519.

Wallace Community College is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System, including postsecondary institutions under the control of the Board of Trustees, that no person in Alabama shall, on the grounds of race, color, disability, sex, religion, creed, national origin, age, or other classification protected by Federal or State law, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Wallace Community College will make reasonable accommodations for qualified disabled applicants or employees.

The College reserves the right to withdraw this job announcement at any time prior to the awarding.