Administrative Assistant III - 525038

Pay Grade/Pay Range:  Minimum: $19.33 - Midpoint: $24.18 (Hourly N5)

Department/Organization: 508501 - Campus Mail Administration

Normal Work Schedule: Monday - Friday 8:00am to 5:00pm

Job Summary: The Administrative Assistant III provides administrative support for operations on a college-wide scale, division-wide scale, or unit-wide scale for units of comparable size, scope, and complexity wade scale to that of a college or division. Performs complex and some undocumented administrative tasks. Acts as office liaison/receptionist. Drafts and sends communications on supervisor/departmental staff or college/division behalf. Reconciles P-Card/Concur for other staff/faculty against departmental budget. Performs some simple budget monitoring/entry. Receives and routes phone calls, emails, and/or guests. Maintains files and enters data. Operates standard office equipment such as personal computers, copiers, fax machines, etc.

Additional Department Summary: Oversees various administrative functions, including managing employee processes from hiring to termination, coordinating onboarding, training, and maintaining employee records. Responsibilities include handling financial tasks such as processing daily deposits, managing invoices, preparing end-of-month financial reports and FUPLOAD documents, and reconciling procurement card transactions. Additionally, the position entails creating and managing content for departmental communications, including brochures, social media, and website updates. The role also includes acting as a building representative, assisting with mail operations and the passport office, providing clerical support to the Executive Director, and assisting with special projects. The position is integral to ensuring smooth departmental operations and maintaining strong customer relations.

Required Minimum Qualifications: High school diploma or GED and four (4) years of administrative experience; OR associate’s degree and two (2) years of administrative experience; OR bachelor's degree or higher.

Additional Required Department Minimum Qualifications: Must have valid U.S. driver's license. Must be at least 19 years of age at time of hire and have an acceptable Motor Vehicle Report that is in compliance with University policies. Applicants under the age of 21 will have some driving restrictions.

Skills and Knowledge: Excellent customer service, organizational, communication, and public relations skills for dealing with faculty, staff, students, parents, and guests. Ability to work in a fast-paced office environment, prioritize work assignments, and perform multiple tasks effectively. Proficiency in Microsoft Office Suite (Word, Excel, and Outlook). Knowledge of database management applications.

Preferred Qualifications: Experience with Microsoft Office products, coordination of personnel processes, bookkeeping and/or accounting and program support. Experience with Banner and familiarity with UA Procurement Services/Purchasing policies or experience in bookkeeping or accounting with public funds.

Background Investigation Statement: Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation and information obtained from social media and other internet sources. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. A candidate with a prior conviction or negative behavioral red flags will receive an individualized review of the prior conviction or negative behavioral red flags before a hiring decision is made.

Equal Employment Opportunity: The University of Alabama is an Equal Employment/Equal Educational Opportunity Institution. All qualified applicants will receive consideration for employment or volunteer status without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy, age, genetic or family medical history information, disability, protected veteran status, or any other legally protected basis, and will not be discriminated against because of their protected status. Applicants and employees of this institution are protected under Federal law from discrimination on several bases. Follow the link below to find out more. "EEO is the Law" Poster