Administrative Assistant III - Special Projects at Alabama… · AL

Candidates who are Blind or Visually Impaired and/or Deaf or Hard of Hearing are encouraged

to apply for this position and may be given preference in hiring as federal laws permit.

Information related to disability is not required and, if disclosed voluntarily, will be used only

in AIDB’s efforts to create opportunities for individuals with exceptionalities. Non-disclosure

will not subject any applicant to adverse treatment.

POSITION: Administrative Assistant III

Special Projects & AIDB North

LOCATION: Decatur, AIDB North Campus

ABOUT ALABAMA INSTITUTE FOR DEAF AND BLIND

The 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 and multi-disabled and their families. Founded in 1858, AIDB serves more than 30,000 infants, toddlers, children, adults and seniors with hearing and vision loss throughout Alabama each year.

Our services literally span a lifetime including five campuses in Talladega, eight regional centers located in Birmingham, Dothan, Huntsville, Mobile, Montgomery, Talladega, Tuscaloosa and Tuscumbia with programs that range from early and senior intervention, traditional and nontraditional education services in residential and outreach settings and a manufacturing facility that is the state’s largest employer of adults who are blind and deaf.

ABOUT THE ROLE

At AIDB, our employees are our most valuable resource, united by a shared compassion for leveling the playing field for all. Our unique mission makes us an extraordinary place to work, and we invite you to be a part of the miracles and limitless possibilities that happen here every day.

As the Administrative Assistant III for Special Projects & AIDB North, you will provide critical support to the leadership team while driving operational success. In this multifaceted role, you will manage payroll, accounting, and travel coordination, while overseeing data collection, reporting, and the planning of vibrant campus activities.

ABOUT YOU

As a vital member of our team, you will be at the heart of the daily operations. Serving as the primary point of contact, you will maintain a positive and professional demeanor that sets the tone for our community. We are seeking a collaborative yet independent professional who is deeply passionate about empowering those we serve and ensuring their limitless possibilities.

BASIC QUALIFICATIONS

• High School Diploma or equivalent
• Three (3) years of professional experience in office setting
• Ability to meet suitability criteria for employment

PREFERRED QUALIFICATIONS

• Five (5) years of professional experience in office setting
• One (1) year or more experience in payroll/accounting

POSITION REQUIREMENTS and RESPONSIBILITIES

• Executive Support: Provide comprehensive administrative support to leadership, including managing itineraries, agendas, and meetings, and composing routine or complex correspondence on their behalf.
• Fiscal Coordination: Manage all aspects of travel logistics (in-state and out-of-state), process travel reimbursements, check requests, and purchase requisitions.
• Payroll & Personnel: Maintain accurate records for staff leave and execute payroll processing in a timely manner.
• Communication & Liaison: Serve as the primary point of contact for visitors and telephone inquiries, gathering and distributing information effectively to the appropriate staff.
• Reporting & Data Management: Compile, analyze, and format complex technical data into professional reports, charts, and tables for review by leadership.
• Operational Oversight: Establish and maintain organized filing systems, manage office supply inventory, and oversee facility maintenance through IT and maintenance work order systems.
• Event Coordination: Organize and execute meetings, conferences, and campus events, including providing support for volunteer efforts related to school activities.
• Technical Proficiency: Demonstrate expert-level knowledge of office procedures and equipment, with advanced proficiency in Google G-Suite (Docs, Sheets, Drive, and Calendar).
• Professionalism & Discretion: Handle sensitive and confidential information with the utmost professionalism and integrity.
• Autonomy & Initiative: Demonstrate the ability to work independently, anticipate potential problems, and follow through on complex tasks to meet established deadlines.
• Adaptability: Maintain a positive demeanor and flexibility when navigating changing work assignments or unexpected interruptions.
• Collaboration: Coordinate effectively with other staff to ensure a cohesive working environment.
• ASL Requirement: Achieve a sign language proficiency rating of Survival within 12 months, Survival Plus within 24 months, and Intermediate within 36 months.

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

Direct deposit required.

SALARY: S5-41 - $19.54 - $23.59 per hour

260 days

This is a non-exempt position and is subject to overtime provisions of the Fair Labor Standards Act