Job Description

Alabama State University, Office of Human Resources invites applications for an administrative secretary. The selected candidate will provide administrative assistance to the assistant vice president of Human Resources and staff as needed, as well as assist with special projects, office management and administrative procedures and policies.

DUTIES AND RESPONSIBILITIES:

• Report to the assistant vice president of Human Resources and supervise the work of all student assistants assigned to the unit;
• Prepare correspondences, memoranda, reports, and instruction sheets, forms, statistical data and other related material;
• Proofread all material and documents to ensure accuracy
• Compile factual information from files, records, publications and other sources to prepare reports;
• Receive, open, sort and distribute mail, and assemble related material for use by the supervisor in answering mail;
• Maintain accurate and current records of departmental purchases, equipment, travel, statistical data, daily office activities, daily program activities and appointments;
• Establish and maintain accurate and current files of letters, reports, records, and other documentary material, and ensure that information in these files is kept confidential;
• Schedule appointments and meetings, make reservations, greet visitors and callers, record message, and perform office management functions;  Ensure all equipment is functional and properly maintained;
• Perform office management duties, and recommend methods for improving office procedures;
• Design and create official forms, documents, and reports;
• Submit requisitions for supplies and services;
• Assist assistant vice president of Human Resources in the director with budget and monitor program expenditures;
• Assist the assistant vice president of Human Resources with staff training, and training material;
• Advise staff of administrative procedures and policies
• Maintain and update financial records, travel, timesheets, equipment and supply databases;
• Track annual performance appraisals; and
• Perform other duties as assigned

Minimum Qualifications

An Associate degree in Secretarial Science, Office Administration or other appropriate field with one year of administrative or secretarial experience a certificate in Secretarial Science with 2 years of administrative or secretarial experience required.  A typing proficiency exam of 40 net words per minute is also required.   

Proficiency exam results must be submitted to ASU's Office of Human Resources by the closing date of the announcement.  The closing date for this announcement may change or close without prior warning.

Supplemental Information

EEOC STATEMENT:
It is the policy of Alabama State University to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. 
 
SUPPLEMENTAL INFORMATION:
Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
 
Federal law requires identity and employment eligibility verification on Form I-9 within three (3) business days of employment.
   
All positions require the passing of a background check and some the passing of a drug screen.