Administrative Assistant

Posting date:      September 3, 2010
Closure date:      September 17, 2010
Anticipated Fill Date:      October 1, 2010

Location:

Maritime Training Center

360 Addsco Road

Mobile, AL 36602

Duties and Responsibilies
•   Answer telephone calls for the center and assist the caller or transfer the call to the appropriate staff member.
•   Greet applicants and visitors as the first point of contact for the center.
•   Assist visitors with locating the appropriate room or personnel.
•   Open and distribute mail and other deliveries received at receptionist desk.
•   Assist with scheduling meetings, center activities, classes, workshops, seminars, conferences and appointments.
•   Maintain a scheduling calendar for the auditorium.
•    Scan applications and input data manually when necessary.
•    Assist with class scheduling and student selection as needed.
•    Contact applicants to let them know they have been selected and confirm their attendance.
•    Prepare roll sheets, waiting lists, attendance sheets, etc.
•    Maintain a sufficient supply of training materials including handouts and tests for upcoming classes.
•    Track student attendance and test scores for non-NCCER classes as needed.
•    Prepare completion/attendance certificates as needed.
•    Track hiring of students.
•    Compile statistics, gather information and prepare reports.
•    Design and maintain Excel spreadsheets.
•    Assist center staff and instructors as needed, including, but not limited to, typing, faxing, editing, processing, proofreading, copying, categorizing, filing of  letters, memos, forms, reports, notes and other internal and external documentation and coorespondence.
•    Assist with ordering, requistions, purchase orders and receiving as needed.
•    Ensure work responsibilities are covered when absent.
•    Complete tasks on time or notify appropriate person with an alternate plan.
•    Ask for or offer help when needed.
•    Maintain housekeeping to organizational standards.
•   Fill in for Facility Administrator in absence.
•    Assist with maintaining various online databases for applicants, students and classes.
•    Maintain a high level of confidentiality in regard to applicant/student information.

Special Projects
•    Cross-train in order to perform the essential job duties of other administrative staff in their absence.
•    Accept special projects and perform other work-related duties and responsibilities as needed.
•    Learn and understand NCCER terms and definitions.
•    Assist NCCER Master Trainer and Craft Trainers as needed.
•    Attend meetings and NCCER training classes as needed.

Required Knowledge, Skills and Abilities
•    Skill in use of MS Office with proficiency in Excel and knowledge of Macintosh operating system.
•    Knowledge of generally accepted office practices and processes.
•    Skill in reading, writing, spelling, punctuating, and editing of work.
•    Ability to organize large quantities of information and maintain logical filing systems.
•    Ability to understand and follow directions received from a diverse technical and management staff.
•    Ability to learn AIDT processes and job specific systems.
•    Ability to function in an automated work environment using computer systems, copiers, electronic mail, and telephone systems.
•    Ability to communicate effectively verbally and in writing.
•    Ability to manage time efficiently and work independently with minimal supervision.
•    Ability to interact professionally with company representatives, public officials, trainees, coworkers and the general public.
•    Ability to meet deadlines and handle multiple administrative functions concurrently.
•    Ability to follow established laws, policies and procedures, as detailed in the AIDT policy manual.
•    Ability to work in a constant state of awareness.
•    Ability to function in a team-based environment.
•    Ability to comply with AIDT policy regarding attendance.  (Regular and predictable attendance is an essential function of the job.)

Minimum Qualifications:
High school diploma or GED certificate is required. A minimum of two additional years of training from a two-year or business college with studies related to the fields of clerical, secretarial, or office administration; or five years work experience in the clerical, secretarial or office administration field.  Additionally, all potential AIDT staff must have a valid Alabama driver’s license and meet minimum policy requirements to be insured to operate AIDT vehicles.

Salary and General:
Initial placement will be based on experience and education applicable to the E4 salary schedule, Steps 0-5 ($32,356-36,812). Paid monthly.  Excellent benefits package included.

Resumes received after 1:00 p.m., September 17, 2010, will not be accepted for review. Interviews are by appointment only.  If selected for an interview, applicants must travel at their own expense to the interview site.  Male applicants between the ages of 18-26 must provide proof of Selective Service Registration when requested.  Employment references and grade transcripts may be requested during the application process.

Criminal Background Check:
In accordance with Alabama Community College System policy and guidelines, the applicant
chosen for employment will be required to sign a Criminal Background Check consent form and
to submit a minimum nonrefundable $27 payment for the cost of the criminal background check.
If the background check is processed on an out-of-state drivers license, additional fees may be
required.  Employment will be contingent upon the receipt of a clearance notification from the
criminal background check.

Send detailed resume to:
Administrative Assistant/Receptionist
Attn:  Lee Hammett
AIDT 1 Technology Court
Montgomery, AL 36116

AIDT is an equal opportunity employer.  It is the official policy of the Alabama Department of Postsecondary Education, including postsecondary institutions under the control of the State Board of Education, that no person shall, on the grounds of race, color, handicap, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.  AIDT will make reasonable accommodations for qualified disabled applicants or employees.  AIDT reserves the right to withdraw this job announcement at any time prior to the awarding.