Position Summary The Administrative Assistant is responsible for performing various administrative duties to support the work of the Department. These duties include clerical, office management, preparing various typewritten documents, filing and managing records, greeting visitors, and maintaining Department budget.
Salary: Appropriate placement on ACCS Salary Schedule E3, Grade 4: $41,349 - $59,541 (Salary within this range is determined by your documented years of full-time related work experience)
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. Essential Duties and Responsibilities
- 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.
- Take meeting minutes as directed.
- Maintain calendars and schedules for individuals, groups and/or meeting space, balancing multiple schedules and priorities.
- Request/arrange IT support.
- Assist with registration for all programs as directed.
- Coordinate, create and maintain filing systems.
- Alert supervisor of any issues that are in need of upper management attention.
- Monitor budgets.
- 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).
- Load information into Banner or other software.
- 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.
- Make travel arrangements including airline tickets, hotels, cars, etc.
- Order supplies.
- Create, proof and edit presentations in PowerPoint or other presentation software.
- Conduct facility reviews.
- 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.
- Assist in recruiting activities for nursing and allied health programs.
- Assist individual program directors with coordinating application policies and procedures that ensure easy accessibility and impartiality.
- Process student applications maintaining confidentiality and participate on admissions committees.
- Perform related work as assigned.
Qualifications
- 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 Word or other word processing tools to prepare and communicate information is required.
- Ability to utilize Excel or other database software to enter, format, sort and analyze information and prepare reports 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 November 17, 2026. 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 see 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 ARGOS.
- Knowledge of FERPA.
- 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 for inputting and locating 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 wanting 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.
Application Procedures/Additional Information 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. 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.
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. 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. 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.eduBenefits
Sick Leave All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement.8 hours per month (may accumulate an unlimited number)
Annual Leave All regular full-time non-instructional staff earn annual leave per month. A complete description of leave benefits can be found with the Human Resources office. 0-4 years 8 hours per month 5-9 years 10 hours per month 10-14 years 12 hours per month 15-19 years 14 hours per month 20+ 16 hours per month (may accumulate up to 480 hours)
Personal Leave All regular full-time non-instructional staff earns up to two (2) regularly scheduled workdays of personal leave per leave year. Unused Personal Leave converts to sick leave if not used.(converts to sick leave at the end of August each year if not used)
Professional Leave Up to 10 days a year of professional development leave with pay may be granted by the President.
Holidays New Year's Day Martin Luther King/Robert E. Lee Birthday National Memorial Day Juneteenth Independence Day Labor Day Veterans Day Thanksgiving Day Day after Thanksgiving Day Christmas Eve Christmas Day16 (5 locally assigned)
Contracted Work Days 260
Retirement The TRS was established in 1939 to provide benefits to qualified persons employed by state-supported educational institutions. Responsibility for the management and administration of the TRS is vested in its Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. The TRS is a defined benefit plan qualified under Section 401(a) of the Internal Revenue Code. For more information visit The Retirement Systems of Alabama. All regular full-time and part-time employees (non-temporary and non- student) who work at least 20 hours per week are required to participate in The Teachers' Retirement System of Alabama. Tier I - Pays 7.50% monthly. State matches 14.66% (effective 10/01/26) Tier II – Pays 6.20% monthly. State matches 13.70% (effective 10/01/26)
Law Enforcement Officers:
Tier I-Pays 8.50% monthly. State matches 14.66% (effective 10/01/26) Tier II- Pays 7.20% monthly. State matches 13.70% (effective 10/01/26)
Health Insurance PEEHIP, established in 1983, provides health insurance benefits for active and retired education employees and is governed by the PEEHIP Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. For more information visit http://www.rsa-al.gov/index.php/members/peehip
Premium amounts:
- Single $ 30
- Family (without Spouse but with dependents) $ 207
- Employee + Spouse (no dependents) $ 282
- Family (with Spouse and dependents*) $ 307
*Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP.
Tobacco Usage Premium
The tobacco premium applies only to the PEEHIP Hospital Medical and VIVA Health plans. Refer to the Wellness Program section to learn how you and/or your spouse can receive the non-tobacco user discount.
Wellness Premium
The wellness premium applies only to the Blue Cross Blue Shield Hospital Medical Group #14000 plan for non-Medicare eligible active and retired members, non-Medicare-eligible members on LOA or COBRA, and non-Medicare-eligible spouses on active or retired contracts. Refer to the Wellness Program section to learn how you and/or your spouse can receive a wellness premium waiver.
If desired, the employee may elect four options rather than health insurance options to include hospital indemnity, cancer, dental, and vision.
Optional Coverage Plan Premiums
- Cancer, Indemnity, and Vision Single or Family (cost per plan) $ 38
- Dental Single $ 38 Dental Family $ 50
Institution matches $1,048 monthly (effective 10/01/26).
Duty Hours (hours vary by campus and needs of the student)
Tuition Assistance This tuition waiver program is designed for all full-time instructional and non-instructional employees of The Alabama College System and the Alabama Department of Postsecondary Education and their dependents as defined under by policy. The program will be coordinated by each institution for employees within The Alabama College System and the Alabama Department of Postsecondary Education. An application form for the tuition assistance program is available in the Human Resources office and should be completed prior to registration for classes.
Employees/Dependents at two-year colleges:
- 1/3 waived after 1st year
- 2/3 waived after 2nd year
- 3/3 waived after 3rd year
Note: Employee is vested after 10 years in Retirement System. Additional information regarding retirement may be obtained from the Retirement System Web site at www.rsa.al.gov.
