Administrative Assistant III - CHSSO

Candidates with sensory loss/dual sensory loss are encouraged to apply for this position and may be given preference in hiring as permitted by federal laws. Information related to disability is not required, and if disclosed voluntarily, will be used only in AIDB’s efforts to create opportunities for disabled individuals. Non-disclosure will not subject any applicant to adverse treatment.

POSITION: Administrative Assistant III

Reports to: Chief Health and Student Services Officer (CHSSO)

Location: Talladega

ABOUT ALABAMA INSTITUTE FOR DEAF AND BLIND

Alabama Institute for Deaf and Blind (AIDB) is the world’s most comprehensive education, rehabilitation, and service program serving individuals of all ages who are Deaf, Blind, DeafBlind, multidisabled, and their families. Founded in 1858, AIDB serves more than 30,000 infants, toddlers, children, adults, and senior citizens with hearing and vision loss throughout Alabama each year.

Our services span a lifetime and include five campuses in Talladega, a statewide network of regional centers, Early Intervention services, traditional and nontraditional educational opportunities in residential, day, and outreach settings, and a manufacturing facility known as Alabama Industries for the Blind (AIB), the state’s largest employer of adults who are Blind. AIDB’s three K-12 schools — Alabama School for the Blind, Alabama School for the Deaf, and Helen Keller School of Alabama — provide specialized educational services that empower students to achieve their full potential.

Our employees are among the organization’s most valuable assets and resources. We share a commitment to leveling the playing field for all. Our mission makes AIDB a unique place to work.

ABOUT THE ROLE

Our employees are among the organizations’ 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 III is responsible for providing administrative support for the Chief Health and Student Services Officer. The Administrative Assistant III is also responsible for payroll, accounting, travel, various reports, data collection, and planning unit activities.

ABOUT YOU

You will play a vital role in the lives of our staff and consumers. You will display a positive, approachable, and professional demeanor. In addition, you will serve in the day-to-day communication with HCS’ various departments to provide support as necessary. You will be able to work independently, as well as with a team.

BASIC QUALIFICATIONS

• High School Diploma or equivalent
• Five years successful work experience in secretarial, business, or clerical field.
• Must meet suitability/background requirements for employment

PREFERRED QUALIFICATIONS

College Degree

• Ten Years of successful work experience in secretarial, business, or clerical field.
• One (1) year or more experience working with individuals with sensory loss

POSITION RESPONSIBILITIES

Administrative Support & Operations

• CHSSO Support: Provide direct secretarial support to the CHSSO, including managing appointments, scheduling meetings, maintaining calendars, and arranging transportation, interpreters, or other support activities.
• Documentation: Type and format complex and/or technical materials, correspondence, and detailed reports. Record, finalize, and distribute meeting minutes in a timely manner.
• Communication & Logistics: Receive, sort, stamp, and route incoming/outgoing mail. Coordinate room and vehicle schedules, compile information for the AIDB Calendar, and prepare/distribute materials for annual events.
• Operations & Facilities: Maintain office equipment and supplies. Submit and track IT and Central Maintenance work orders to ensure smooth departmental operations.
• Reports: Prepare reports as needed for the CHSSO.
• Collaboration: Assist President’s Office with personnel matters and preparation of documents.

Fiscal & Payroll Responsibilities

• Budget Support: Assist CHSSO in preparation, analysis, and monitoring of all HCS budgets, including account transfers, based on approved procedures.
• Fiscal Documentation: Receive all fiscal management forms from HCS departments (travel requests, check requests, requisitions, etc.); obtain CHSSO’s approval and process for transaction completion, based on approved procedures.
• Year-End Procedures: Ensure year-end procedures as established by the CFO, such as submission of final requisitions and receivers, are followed by all HCS Departments.
• Payroll Accuracy: Maintain personnel position requirements database for HCS employees and ensure payroll is accurate and submitted timely.

Project Coordination & Team Leadership

• Project Tracking: Develop and maintain a rigorous project tracking system outlining staff responsibilities, milestones, due dates, and deliverables.
• Clerical Guidance: Prepare and present relevant operational information to other departmental clerical support staff to align practices and maintain administrative standards.
• Collaborative Support: Work collaboratively as part of the broader administrative team and perform other duties—including cross-clerical support—as assigned by the CHSSO.

Experience & Technical Skills

• Office Administration: Proven knowledge and hands-on experience in modern office practices, procedures, equipment, and advanced word processing.
• Software Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google G-Suite (Docs, Sheets, Slides, Drive, and Calendar).
• Confidentiality: Demonstrated ability to handle extremely sensitive, restricted, or confidential documents and information with a high level of integrity and professionalism.

Core Competencies

• Organization & Drive: Exceptional organizational skills with the ability to take initiative, anticipate issues, multi-task, and meet deadlines.
• Adaptability: High level of flexibility when managing work assignments, shifting priorities, and unexpected interruptions.
• Communication: Strong interpersonal and communication skills; ability to interact pleasantly, professionally, and courteously with the public and co-workers in person, via phone, and in writing.
• Quality Focus: Strong diligence in detail and accuracy of work.

Upon offer of employment, the applicant must submit to a fingerprint background check at an agency designated and paid by AIDB. This job description describes the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all job goals, qualifications, and responsibilities, and the employee may be required to perform other related duties as assigned.

BENEFITS

• Health, dental, and vision insurance available
• TRS retirement
• Deferred compensation options available
• Paid time off
• Paid holidays

• SALARY : $22.47 - $27.13 Scale S5 Rank 45
• Direct deposit is required