Administrative Assistant IV
4 weeks ago
Our employees are among the organization’s most valuable assets and resources. We share compassion for leveling the playing field for all. Our Mission makes AIDB a unique place to work and we invite you to be a part of the miracles that happen every day. The right candidate for this job will have a passion working with students and colleagues to ensure their limitless possibilities.
The Administrative Assistant IV is responsible for providing administrative support for the Chief Educational Programs Officer (CEPO). The Administrative Assistant IV is also responsible for accounting duties, travel, various reports, data collection, and planning for activities at Alabama School for the Blind (ASB), Alabama School for the Deaf (ASD), Helen Keller School of Alabama (HKS), Health and Clinical Services (HCS), AIDB Special Projects, and AIDB Outreach.
POSITION REQUIREMENTS :
Must possess high school diploma. Must have knowledge and experience in office practices, procedures, equipment, and word processing with a minimum of five years successful work experience in secretarial or related clerical field. Must possess excellent organizational skills, ability to complete complex tasks and be highly self-motivated. Must have demonstrated experience in handling extremely confidential documents and information. Ability to handle sensitive or restricted information in a professional and confidential manner. Must be flexible in dealing with work assignments and unexpected interruptions. Must have experience that demonstrates diligence in detail, accuracy of work, high level of integrity, and confidentiality. Must demonstrate ability to take initiative, anticipate problems, follow through and meet established deadlines. Demonstrated strong written communication skills. Must have ability to record and publish minutes of meetings in a timely manner. Ability to deal pleasantly and courteously with the public and co-workers, by telephone, written correspondence and in person. Ability to work as part of a team. Proficient in MS Office Suite (Excel, PowerPoint, Word), Google G-Suite including Calendar, Sheets, Docs and Drive. Sign language proficiency level of Survival Plus according to the AIDB evaluation system upon hire and Intermediate within the first thirty-six (36) months of employment. Upon offer of employment, the applicant must submit to a fingerprint background check at an agency designated and paid by AIDB.PREFERRED QUALIFICATIONS
Ten Years of successful work experience in a secretarial or related field One (1) year or more experience working with individuals with sensory loss Sign language proficiency level of Intermediate or higher according to the AIDB evaluation system upon hirePERFORMANCE RESPONSIBILITIES :
Provide secretarial support to the CEPO. Complete all forms, including travel requests and subsequent reimbursement, requisitions, and check requests per directions of the Chief Educational Programs Officer. Type complex and/or technical material, correspondence and reports. Provide assistance to CEPO in preparation, analysis and monitoring of all K12 Programs, Health and Clinical Services (HCS), AIDB Special Projects, and AIDB Outreach budgets, including account transfers, based on approved procedures. Develop and/or review all contracts for outside vendors; ensure applicable vendor packets are obtained and submitted in a timely fashion. Develop and maintain projects tracking system showing staff responsible, due dates and other details as required. Receive all fiscal management forms (travel requests, check requests, requisitions, etc.) at the direction of the CEPO; obtain CEPO’’s approval and process for transaction completion, based on approved procedures. Maintain and secure assigned AIDB credit cards utilizing a signature-required check-out system; ensure payment authorizations of approved credit card purchases are processed according to established procedures. Ensure year-end procedures as established by the CFO, such as submission of final requisitions and receivers and property status reports, are followed by K12 Programs, HCS, AIDB Special Projects, and AIDB Outreach. Maintain personnel requirements database for K12 Programs, HCS, AIDB Special Projects, and AIDB Outreach employees. Prepare and present information about clerical and related duties to other departmental clerical support staff. Maintain copy room equipment and supplies. In addition to the American Sign Language requirements above, completion of Orientation and Mobility class within the first twelve (12) months of employment. Must complete AIDB online training on Deafness, Blindness, Visual Impairments, DeafBlindness and Multiple Disabilities within twelve (12) months of hire. Schedule and arrange meetings and maintain appointment calendar. Maintain, create, report, and distribute records according to established AIDB procedures. Compile and forward K12 Programs, HCS, AIDB Special Projects, and AIDB Outreach information for inclusion in AIDB Calendar. Receive, sort, stamp, distribute and/or route incoming and outgoing mail. Perform data entry and maintain current staff demographics. Process personnel actions, request for personnel, and job descriptions as requested by the CEPO. Responsible for Employee Performance Appraisal database and process Personnel Review package for CEPO’s presentation. Arrange transportation, interpreter and other support activities as requested by the CEPO. Submit and track IT and Central Maintenance work orders. Maintain current roster for all K12 Programs, HCS, AIDB Special Projects, and AIDB Outreach staff and locations. Perform other duties, including clerical support for other staff, as assigned by the CEPO.SALARY : $22.03 – $26.60 per hour Scale S5 Rank 45
Direct deposit is required.
This is a non-exempt position, and is subject to overtime provisions of the Fair Labor Standards Act.
BENEFITS: Health, Dental and Vision Insurance Available
Alabama State TRS Retirement
Deferred Compensation Options Available
Paid Time Off
DEADLINE FOR APPLICATION : June 4, 2024
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