Position Summary

Essential Duties and Responsibilities

Primary Job Duties and Responsibilities:

• Work in a professional and collegial manner as a team player with departmental staff and assist the Dean of Human Resources as needed with minimal direction or supervision
• Demonstrate the highest standards of confidentiality, ethics, loyalty, honesty, and integrity
• Scan, digitize, archive, file, and/or maintain various human resources and payroll records including, without limitation, personnel files and payroll files, according to retention protocols and assist other HR staff with these tasks
• Organize, maintain, and facilitate periodic review of human resources and payroll records and assist the Dean of Human Resources with processing records for destruction in compliance with state retention policies
• Stay up to date on applicable laws, policies, and procedures related to government document retention and destruction and provide advice to the Dean of Human Resources as necessary
• Provide assistance to the payroll operations of the Office of Human Resources, including but not limited to,
  • Collection, review, audit, and processing of timesheets, leave, and attendance records, including maintaining regular communication with College departments on submission deadlines and missing or incorrect documentation
  • Processing the entry of new hire information with the Alabama Department of Labor
  • Maintain the College’s Form I-9s in compliance with applicable laws
  • Assist with the preparation and distribution of Form W-2, Form 1095, Truth in Salary Statements, and other annual tax forms the College is required to provide to employees
  • Assist with review, filing, organization, and culling of files and paperwork as needed
  • Assist with other payroll projects as assigned
• Assist with the day-to-day operations of the Office of Human Resources including, without limitation,
  • Facilitate intercampus delivery of items to and from the Office of Human Resources
  • Mailing, retrieving, and disbursing the mail of the Office of Human Resources
  • Assist with the inventory of office supplies
  • Order copy paper as needed
  • Assist with review, filing, organization, and culling of files and paperwork as needed
  • Assist with keeping the office kitchen area clean and making daily coffee
  • Assist with other human resources related projects as assigned
• Provide assistance with internal and external audits
• Assist with gathering, communicating, and reporting data to faculty and staff as requested
• Work an assigned schedule with regular and consistent attendance and punctuality

• Demonstrate effective written and oral communication skills
• Keep the Dean of Human Resources informed on human resources and payroll issues that have an impact on job
• Assist with College-wide events such as Worlds-of-Work, graduation, etc.

• Comply with the policies of the Alabama Community College System and the College
• Serve on College committees as required
• Participate in professional development, compliance, performance excellence, and training activities as required
• Perform other duties as assigned by supervisor

Qualifications

Required:

• High school diploma or GED equivalent
• Three (3) or more years of administrative or clerical work experience
• Experience working in an office setting and providing administrative support
• Proficiency with common business software applications such as Microsoft Office

• Three (3) or more years of work experience in higher education
• Administrative or clerical work experience in Human Resources, Payroll, Accounting, or Law
• Experience with compliance auditing of business records, timesheets, attendance reports, etc.
• Working knowledge of Ellucian Banner and Banner Document Management software
• Experience scanning and digitizing paper documents
Significant attention to detail and ability to perform meticulous physical review of documents

Application Procedures/Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed online application packet to be considered for this position. Applicants who fail to submit all required information will not be considered. Only applications received during the period of this announcement will be considered.

APPLICATION PROCEDURE: The online submission of a complete packet is the sole responsibility of the applicant. No previous application files will be transferred for consideration of this position. No copies will be given of the application information submitted. Applicants must meet eligibility requirements to work in the U. S. at the time of appointment and must travel at their own expense for all in-person interviews.

APPLICATION REQUIREMENTS: A completed application packet consists of:

• An online Shelton State Community College employment application.
• A cover letter of application specifically detailing and relating the applicant’s education, and experience to the qualifications, duties, and responsibilities of the position.
• A current resume.
• Copies of either high school diploma, GED certificate, or postsecondary transcript(s) identifying the applicant, institution, and verifying degree(s) earned that demonstrate that the applicant meets the educational requirements for the position.

IMPORTANT – PLEASE READ CAREFULLY

WORK EXPERIENCE VERIFICATION:

Meeting Minimum Requirements: If the requirements for a position list work experience in a field or area the Applicant must provide written verification(s) of their applicable work experience in order to be hired for the position. Such written verification(s) of work experience must demonstrate that the applicant meets the minimum work experience requirement. Applicants who do not produce this information as indicated will be ineligible for hire and subject to having any offer of employment withdrawn.

Salary Calculation: For all positions on all Salary Schedules, the salary amount for the selected applicant is determined by step placement on the applicable schedule. Step placement is dependent upon the following: (a) all work experience in public education in Alabama and (b) all other work experience outside of public education in Alabama that, in the sole judgment of the College, directly relates to the requirements of the position. The applicant selected for the position must provide written verification(s) of this work experience within the time provided herein if such experience is to be considered in determining their initial step place on the Salary Schedule.

Format for Work Experience Verifications: Work experience verifications should be in the form of verification letters from employers and must include complete employment dates, job title(s), job duties, and an indication whether such employment was full-time or part-time, and if part-time, the average number of hours worked each week. The letters should be on official letterhead and contain an authorized personnel signature. The College’s official employment verification form is also acceptable and is available upon request. If an employment verification cannot be obtained due to a legitimate reason, for purposes of meeting minimum requirements an applicant may submit copies of other trustworthy documentation such as appointment letters, contracts, pay stubs, or W-2 forms documenting the term of employment. However, such documentation is generally insufficient for salary calculation purposes if job duties are not self-evident in the documentation.

Deadline for Producing Work Experience Verification: With limited exception, work experience verification documentation must be produced prior to any official offer of employment. Work experience verification from a current employer may, upon request, be delayed until an official offer of employment. Any offer of employment at a salary step greater than zero (0) or made without prior verification of any required work experience, is contingent upon production of this documentation by the applicant within ten (10) days of the offer. It is the applicant’s sole responsibility to provide this verification of work experience. The College is not responsible for any cost associated with such verifications.

EEOC, E-VERIFY, BACKGROUND CHECK STATEMENTS:

Shelton State Community College is an equal opportunity employer. It is the official policy of the Alabama Community College System, that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Shelton State Community College will make reasonable accommodations for qualified disabled applicants or employees. Shelton State Community College reserves the right to withdraw this job announcement at any time prior to the awarding.

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.

Any offer of employment is contingent upon a satisfactory criminal background investigation. The applicant may be responsible for the cost of the criminal background investigation.