Administrative Assistant, Library

The Administrative Assistant is responsible for performing various administrative duties to support the work of the Department.  These duties include clerical, office management, completing a variety of system reports utilizing multiple computer functions, filing and managing records, greeting visitors, and maintaining Department budget.

Salary:  Appropriate placement on ACCS Salary Schedule E3, Grade 4: $38,979 - $56,128

Work Hours: Monday through Thursday, 7:45 a.m.

• 5:15 p.m.; Friday 7:45 a.m.

• 11:45 a.m.

Applicants must meet the minimum qualifications and must submit a complete application packet to be considered. A complete application consists of the following:

• Online application

• Current résumé

• Copy of college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

Application materials must provide documentation that the applicant meets all minimum qualifications.

Applicants must provide information from previous employers documenting full-time related work experience if an offer is made.

• Greet in-person visitors and respond to their needs appropriately.

• Answer a multi-line phone system and direct calls appropriately.

• Screen, route, and coordinate pick-up of incoming mail including email.

• Receive, input and process paperwork ensuring items are submitted in a timely manner.

• Discern when confidentiality in work needs to be maintained and maintain that confidentiality.

• Type and transcribe letters, memos and other correspondence or written documentation.

• Serve as receptionist and secretary for the head librarian.

• Execute a variety of administrative procedures.

• Create requisitions for library materials and supplies for the operation of the Decatur and Huntsville Libraries (circulation, reference, technical services books, serials, etc.) using an online system.

• Place orders, receive orders, conduct communication for issues relating to the receipt of orders; request and verify invoices, and send to Business Office for payment.

• Record expenditures for the Huntsville and Decatur library budgets in Excel; verify monthly with Business Office records.

• Conduct communication and correspondence with book and serial jobbers, publishers, library vendors, and supply companies.

• Maintain an Office Calendar including exceptions to staff schedules of both Libraries, plus meetings, activities, and campus events.

• Receive and maintain records for current magazines and journals; file claims for issues not received.

• Read and maintain shelves for current and back issues of magazines and journals; prepare selected titles for binding bi-annually.

• Coordinate mail services for the Library; screen and route incoming mail.

• Maintain an organized inventory of supplies for the Libraries.

• Maintain an up-to-date and accurate list of textbooks on reserve.

• Troubleshoot problems with Library equipment and hardware; place follow up calls with vendors for repairs (copier, etc.).

• Conduct a daily facility check for Brewer Library; submit maintenance and janitorial requests.

• Receive, ensure accuracy, and submit timesheets for full-time and adjunct Library staffs.

• Assist at the circulation desk when necessary.

• Operate Excel or other database software to track, sort, format and analyze data for a variety of purposes including reporting and data analysis (data reports).

• Perform all duties with professionalism.

• Proof and edit correspondence and documents.

• Input and process purchase orders as well as other information into Banner.

• Perform research via the internet or other channels to gather information, answer questions, or resolve issues.

• Utilize computer programs to mail merge documents and create labels.

• Order, maintain, inventory office and instructional supplies.   Create and maintain books of procedures.

• Create, proof and edit presentations in PowerPoint or other presentation software.

• Submit maintenance work orders or request/arrange janitorial support.

• Maintain classroom and office area including equipment.

• Prepare meeting agendas.

• Create duplication of materials for others.

• Perform related work as assigned.

• A minimum of One (1) year (32 semester hours) of postsecondary education from an accredited institution with a minimum of 16 semester hours in office administration or related field and a minimum of one (1) year of office administration work experience is required OR a minimum of one (1) year (32 semester hours) of postsecondary education from an accredited institution and a minimum of three (3) years office administration work experience is required.

• Ability to utilize Excel or other database software (such as Access) to enter, format, sort and analyze information and prepare reports is required.

• Ability to utilize Word or other word processing tools to prepare and communicate information is required.

NOTE: Applicants will be required to complete a skills assessment test as part of the screening process. Applicants must complete the test no later than Monday, July 15, 2024. No testing for this position will be allowed beyond this deadline date. Failure to complete this testing will deem your application incomplete. Incomplete applications are not forwarded to the search committee for consideration. To schedule an appointment to test, please visit www.calhoun.edu/hrtesting.

Preference will be given to candidates who can demonstrate through their experiences and accomplishments:

• Knowledge of community college policies and procedures.

• Knowledge of Banner or a related program.

• Knowledge of rules of grammar.

• Knowledge of generally accepted office practices and procedures.

• Knowledge of general budgeting and accounting processes and procedures and tracking.

• Knowledge of Calhoun specifically in order to conduct tours.

• Skill in operating a mouse to control a computer.

• Skill in operating a computer including tablets.

• Skill in utilizing a multi-line phone system.

• Skill in operating a fax machine, copier, scanner, calculator printer, camera and typewriter.

• Skill in operating AV equipment.

• Ability to follow instructions and adhere to prescribed routines.

• Ability to make decisions based on correspondence, data or other information.

• Ability to utilize Banner Administrative Software to input and locate information.

• Ability to utilize and search the internet for information.

• Ability to multi-task and prioritize issues.

• Ability to maintain confidential information.

• Ability to work and communicate with a variety of people from diverse backgrounds.

• Ability to utilize email systems to communicate information.

• Ability to work with minimal supervision/ work independently.

• Ability to operate in a professional manner at all times.

• Ability to greet individuals of any background with friendliness, tact and courtesy.

• Ability to draft letters and other correspondence.

• Ability to proof and correct materials according to rules of grammar and business etiquette.

• Ability to operate in high pressure situations and respond to issues in a calm manner.

• Ability to manage "upward" to ensure the schedule and priorities of manager are maintained.

• Conscientious- care about how work is done and desire to do a good job.

• Initiative- responding to downtime by taking responsibility to do other work.

• A focus on detail.

• A focus on being friendly and patient in responding to customer needs.

• Willingness and desire to learn new things and apply that learning.

• Willingness to maintain flexibility in order to meet customer needs.

• A positive attitude regardless of circumstances at hand.

• Confidence in decision making and communication skills.

• Willingness to enthusiastically learn all/most aspects of the operation.

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. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must travel at their own expense. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Calhoun Community College from the institution(s) granting the credits.

BACKGROUND CHECK STATEMENT:

In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form and to submit a non-refundable $26.40 payment for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

Calhoun Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Calhoun 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. 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. Calhoun Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees.

Calhoun Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Calhoun Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling (404) 679-4500, or by using information available on SACSCOC's website (www.sacscoc.org). Specific questions regarding Calhoun's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.

APPLICATIONS MAY BE FILED ONLINE AT:

 http://www.calhoun.edu

P.O. Box 2216

Decatur, AL 35609

 256-306-2590

 256-306-2591

 jobs@calhoun.edu