November 14, 2024

Wallace Community College

Dothan

FULL TIME

Secretary/Receptionist Wallace

Position Summary

Under the supervision of the Director, Enrollment Services, the employee performs responsible secretarial and general clerical support duties to include typing, reception, filing, and basic record keeping following well-established policies, procedures, and routines. The employee assists students with registration, orientation, and withdrawals.

POSTING DATE: NOVEMBER 13, 2024

SALARY: Appropriate placement on Salary Schedule E5 05 (range: $34,298 - $51,793).

ANTICIPATED START DATE: JANUARY 2, 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 Duties and Responsibilities

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 assistance of a reasonable accommodation.

ESSENTIAL FUNCTION: General Clerical. Performs a variety of secretarial and administrative duties in support of the Enrollment Services functions of the College.

Greets students/visitors in a professional manner.

Provides accurate and up-to-date information to students, visitors, and callers regarding registration, testing, academic schedules and programs, admission process, and financial aid and refers them to the appropriate person or department.

Maintains open communication with Enrollment Services personnel and other departments and refers students appropriately.

Answers receptions desk telephone in a courteous and professional manner and provides support in answering other telephones in the Enrollment Services area.

Assists students, visitors and parents with applications/forms.

Maintains confidentiality of student files.

Provides clerical support for Enrollment Services.

Supplies students with forms to request enrollment services and provides assistance in completing these forms.

Tracks daily statistics of the service kiosk activity.

Maintains daily records for Admission.

Provides student campus map and draws directions to location.

Processes printing orders for Enrollment Services forms used in reception area.

Maintains all Enrollment Services reception area records.

ESSENTIAL FUNCTION: Enrollment Services Support. Assists with processing current and perspective students at WCC.

Assists students with application, review degrees options, give additional information on degree requirements and reviews financial aid process and how to apply.

Provides students with enrollment dates, registration, and assist how to locate Advisor.

Assists Admission Assistants with completion of applications, acceptance letters, reviewing files to ensure all documents have been scanned, date recorded, transcripts evaluated, and transfer credits entered accurately in the Banner system.

Assists student complete intent to graduate forms and provide instruction on how to access/upload degree plan and diploma payment as needed.

Assists with the processing of student withdrawal forms and no-show cancellations.

ESSENTIAL FUNCTION: General Office Operations. Performs other department activities to ensure efficient, high quality service is provided to students.

Prepares a variety of typed correspondence, including responses to inquiries, requisitions, purchase orders, and reports.

Orders and maintains department forms and office supplies.

Processes and distributes Enrollment Services mail on a daily basis.

Operates general office equipment.

Assists in maintaining inventory of supplies and forms.

Responsible for the training and supervision of work-study students on overall duties and receptionist desk functions.

Identifies any weak areas exhibited by the work-study student and initiates additional training or assistance as needed.

Monitors operation of Admissions/Records area copier and secures supplies and maintenance as needed.

Makes copies for the Enrollment Services area.

Performs other related 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.

Qualifications

Associate degree from an accredited institution is required.
One year of administrative or secretarial experience in a business office or in a service-related field is required.
Ability to work nonstandard hours is required.
Previous experience in admissions, records and financial aid 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.

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. A complete application packet must be received no later than 2:00 pm, Wednesday, November 27, 2024. 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 one year of administrative or secretarial experience in a business office or a service-related field. 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 one year 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:

www.wallace.edu/employment

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

334-556-2519

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
(855) 524-5627

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 (334) 556-2519.
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.

Agency

ACCS

Website

Part-Time position not eligible for benefits.