Secretary/Receptionist, Workforce Development

Under the supervision of the Workforce Development Coordinator, the employee provides administrative support to the functions of the Division.

The employee performs general clerical and secretarial duties.

The employee manages the administrative set-up and maintenance of courses within the College computer system.

The employee also assists in departmental reporting and performs special duties as assigned.

POSTING DATE: MAY 14, 2025 SALARY: Appropriate placement on Salary Schedule E5 05 (range: $34,298 - $51,793). ANTICIPATED START DATE: JUNE 15, 2025 The position will be based initially at the Wallace Campus in Dothan.

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 FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned.

A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistanceof a reasonable accommodation.

ESSENTIAL FUNCTION: Receptionist/General Clerical.

Performs a variety of secretarial and administrative functions for the operations of the Workforce Development Department.

* Greets students/visitors in a professional manner.

* Communicates with individuals to determine the nature of the visit and refer them to appropriate staff members, departments, or College office.

* Provides clerical support for Director, Workforce Development and the Coordinator, Workforce Development, to including answering the telephone, directing calls, typing, filing, data entry, and basic record keeping.

* Understands financial statements and related documents.

* Performs other related duties as assigned.

ESSENTIAL FUNCTION: General Office Operations.

Performs other department activities to ensure efficient, high-quality service is provided to students.

* Maintains various departmental records and files.

Processes various incoming and outgoing documents.

* Monitor office and copier supplies, forms, and places orders as needed for purchase order of office supplies or printing department order of forms.

* Prepares correspondence for the department; proofreads various documents produced by the Director and Coordinator.

* Assists in preparing and proofing the semester schedule of classes, yearly schedules, brochures, and fliers.

* Maintains and updates the departmental calendar and submits institutional calendar updates for Workforce Development events; checks availability, schedules rooms for classes or meetings; schedules appointments and meetings.

* Enters SPOL updates for Director.

* Prepares items for mail using postage meter; sends information to students and businesses; sorts incoming mail.

* Submits requisitions for purchases to the business office for the Workforce Development division.

* Screens calls from area businesses to assist them in identifying training programs offered through Workforce Development Division.

* Distributes program pamphlets/brochures to prospective students.

* Issues maintenance and print job requests as needed.

* The employee performs administrative duties that aid in the setup, registration and completion of Workforce Development Courses.

* Serves as a backup to Workforce Development Program Assistants as needed.

* Performs other related duties as assigned.

ESSENTIAL FUNCTION: Reporting and Special Duties.

The employee keeps track of pertinent information, assists in completing reports and performs special duties as assigned.

* Assists students referred from third parties, such as employers, for training; tracks students to ensure completion of courses.

* Creates and mails invoices to third parties for payment of registration fees.

* Maintains departmental records for students that receive Workforce Investment Act funding; verifies completion of course(s); sends termination report after completed course.

* Assists in maintaining the Workforce Development departmental profit and loss statement by entering class information, revenue generated, expenditures, and other information.

* Provides support for maintenance and updating of records related to departmental grants.

* Makes presentations providing information about departmental programs as needed.

* Coordinates the Kids College summer program.

* Tracks Continuing Education and Community Service courses as needed.

* Performs other duties as assigned.

ESSENTIAL FUNCTION: College Expectations.

Dependability, attendance, punctuality, and a commitment to do the job right are essential at all times.

* 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.

* Performs other related duties as assigned.

* Associate degree from an accredited institution is required.

* Two years of full-time experience in an office environment is required.

* Ability to work nonstandard hours is required.

* Previous experience in higher education is preferred.

ADVISORY COMMITTEE: The President will appoint an Advisory and Interview Committee to include representatives of the College faculty and staff.

This committee will employ appropriate procedures, including the review of application packets, interview, and demonstration of competency, to determine which applicants are to be recommended to the President for further consideration.

From all the applications received, an advisory committee will select the applicants to be interviewed.

Applicants must travel at their own expense for interviews that are conducted in person.

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, Thursday, May 29, 2025.

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.

* Employment verification letter(s) verifying a minimum of two years of full-time experience in an office environment.

Letter(s) must include employment dates and job title and be on official letterhead with an authorized personnel signature.

If an employment verification cannot be obtained, i.e.

business is no longer in operation, an applicant may submit a copy of appointment letters or contracts or pay stubs or W-2 forms to verify a minimum of two years of experience.

* Appropriate transcript identifying the applicant, institution, date degree conferred, and verifying the applicant has received the minimum an associates degree or higher.

(A copy of the diploma will not suffice). NOTE: If employed, official transcripts will be required at that time.

APPLICATIONS MUST BE FILED ONLINE AT: * 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: Human Resources Monday - Thursday 7:30 am - 4:30 pm Friday 7:30 am - 2:00 pm * 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.

If you need technical assistance after reviewing the instructions, please contact: NEOGOV Customer Service: Monday-Friday 8:00 am - 5:00 pm PST 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 . 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.