Administrative Assistant III

JOB SUMMARY:The Administrative Assistant III provides advanced administrative and clerical support to the Dean and department ensuring efficient daily operations and effective communication within the division. This position is responsible for coordinating schedules preparing official documents and reports processing purchasing and payroll related transactions maintaining records and supporting administrative meetings. The role contributes to the institutions goals by promoting organizational effectiveness compliance with institutional policies and high-quality service to students employees and the public. The Administrative Assistant III reports directly to the Dean.

DUTIES:

• Serves as administrative assistant to the Dean of Workforce Development and provides administrative support related to the assigned areas
• Maintains schedule of appointments and itineraries
• Prepares agendas for administrative meetings attends meetings keeps records and prepares draft minutes for administrative review
• Completes and processes requisitions purchase orders and invoices
• Maintains and prepares monthly leave/payroll reports
• Establishes and maintains an operable filing system to include letters memoranda and other correspondence
• Answers telephone monitors and screens incoming calls; dispenses messages
• Receives sorts and routes incoming and outgoing mail
• Operates a computer scanner and other standard office equipment in the performance of duties
• Serves as a Notary for college officials or business office
• Complies with all policies of the Alabama Community College System and the College

QUALIFICATIONS:

• Two (2) years of postsecondary education with a minimum of 15 semester hours in business or office-related coursework from an approved U.S. Department of Education accredited institutionrequired
• Five (5) years of experience in office or related secretarial work required
• Experience with grants grand bid process grant purchasing and helping with the writing of grants preferred
• Friendly personality; enthusiastic positive attitude; evidence of trustworthiness and ethical conduct; effective human relations skills; strong work ethic

• Effective oral and written communication skills
• Ability to keyboard at a minimum of 50 correct (net) words per minute for 3 minutes
• Knowledge of advanced word processing spreadsheet database and desktop publishing (Computer Level III Exam)
• Working knowledge of office procedures; general office procedures composition machine transcription and records management (Office Procedures Level III Exam)
• Knowledge of institutional rules regulations procedures and functions
• Ability to keep complex clerical records and to prepare accurate reports from varied statistical or accounting information
• Ability to work independently in composing correspondence and dealing with routine supervisory matters such as assigning and reviewing work of others
• Ability to orient and train other office employees and to interpret institutional policies and procedures for them
• Ability to establish and maintain effective working relationships with students other employees and the public
• Ability to maintain confidentiality of office information

PROJECTED STARTING DATE:
February 2026
SALARY:Salary Schedule E2-03- ($45220-$62710). Salary will be based on VERIFIED education and years of VERIFIED related experience that is stated on the initial job application only.
APPLICATION DEADLINE:
January 7 2026 4:00 P.M.
APPLICATION PROCEDURE:
Only complete application packages will be given consideration for employment.Complete package consists of (a) Gadsden State Community College application (b) letter of interest (c)current resume; and(d)copies of transcripts of post-secondary education.
Application materials must provide documentation that the applicant meets all minimum qualifications.
APPLICATIONS MUST BE FILED ONLINE AT: AT ANY POINT YOU HAVE PROBLEMS COMPLETING YOUR APPLICATION CONTACT THE HUMAN RESOURCES DEPARTMENT AT GADSDEN STATE ().

Salary Calculation:For all positions on all Salary Schedules the salary amount for the selected applicant is determined by step placement on the applicable schedule. Step placement is dependent upon the following: (a) all work experience in public education in Alabama and (b) all other work experience outside of public education in Alabama that in the sole judgment of the College directly relates to the requirements of the position. The applicant selected for the position must provide written verification(s) of this work experience within the time provided herein if such experience is to be considered in determining their initial step place on the Salary Schedule.
Format for Work Experience Verifications: Work experience verifications should be in the form of verification letters from employers and must include complete employment dates job title(s) job duties and an indication whether such employment was full-time or part-time and if part-time the average number of hours worked each week. The letters should be on official letterhead and contain an authorized personnel signature. The Colleges official employment verification form is also acceptable and is available upon request. If an employment verification cannot be obtained due to a legitimate reason for purposes of meeting minimum requirements an applicant may submit copies of other trustworthy documentation such as appointment letters contracts pay stubs or W-2 forms documenting the term of employment. However such documentation is generally insufficient for salary calculation purposes if job duties and dates of employment are not self-evident in the documentation.
Please Note: ALL APPLICATION MATERIALS MUST BE ELECTRONIC- 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.
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.

All correspondence with applicants regarding the Colleges search process will be sent via e-mail. If you need technical assistance such as resetting your password or browser access issues after reviewing the instructions please contact:

NEOGOV Customer Service:
Monday-Friday
8:00 am - 5:00 pm PST

Applicants must adhere to the Colleges prescribed interview schedule and must travel at their own materials are considered privileged and confidential and will be used for employment purposes only.
Gadsden State 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. Gadsden State will make reasonable accommodations for qualified disabled applicants or employees. 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. The College reserves the right to withdraw this job announcement at any time prior to the awarding.Any offer of employment is contingent upon a satisfactory criminal background investigation. This employer participates in E-Verify.