Clerk (Human Resources/Payroll)

Salary: $38,979.00 - $56,128.00 Annually
Location : Birmingham, AL
Job Type: Full-Time
Job Number: 03773
College/Division: JSCC-603020-Human Resources
Opening Date: 12/16/2023
Closing Date: 1/3/2024 11:59 PM Central
Campus Location: Jefferson State Community College
Position Summary
Salary: $38,979 to $56,128 based on ACCS Board of Trustees Salary Schedule E3 04 and experience
Primary Purpose: Participates in a variety of multifaceted secretarial functions associated with the operations of the offices of Human Resources (HR) and Payroll (PY). This position reports to the Director of Human Resources.
Essential Duties and Responsibilities

1. Provide general secretarial assistance to all HR and PY department members, including mailing, copying, filing, answering the telephone, taking messages, and fulfilling needs and direct inquiries concerning HR or PY.
2. Greet and assist visitors to the HR and PY areas.
3. Respond in a positive and timely manner with accuracy and efficiency to written correspondence, telephone inquiries, and walk-in visitors and other guests, employing professional courtesy, initiative, and a positive attitude in accordance with college and departmental policies and procedures.
4. Use BANNER and the MS Office Suite (Word, Excel, Access, Power Point, etc.) to support the day-to-day duties of each office.
5. Scan and index documents to Banner for BDMS retrieval.
6. Assist with the preparation of reports, forms, and other correspondence.
7. Assist the Director and Personnel Coordinator in hiring and onboarding employees, including providing updated forms and information, and tracking the onboarding status of new employees through the online portal.
8. Assist in the distribution of, and track and file contracts for full-time employees and part-time faculty.
9. Coordinate with Financial Aid the placement of work-study students and maintain the monthly budget.
10. Coordinate annual Benefit Fair and Employee Health Screening events.
11. Process travel forms, check requests, requisitions, and maintenance work order forms, and follow-up on status of such forms.
12. Requisition and maintain an adequate inventory of office supplies for the departments.
13. Prepare and develop materials for duplication and distribution as requested.
14. Organize and maintain general departmental files in both electronic and hard copy format.
15. Use online calendars to schedule requests for access to the rooms that HR and PY maintain responsibility.
16. Prioritize and arrange work schedule to meet deadlines.
17. Perform other related job duties as assigned.

Marginal Functions

• Maintain effective, professional relationships with other offices on campus.
• Serve on department and College committees as needed.
• Perform other related job duties as assigned.

Required Knowledge, Skills, and Abilities

• Strong organizational skills with the ability to multitask
• Use of excellent judgment and tact to effectively communicate with others, both verbally and in writing
• Ability to use different types of office equipment and computer software, including Microsoft Word and Excel
• Basic English-language writing skills sufficient to complete forms, reports, correspondence, and related paperwork
• Basic mathematical skills necessary to verify account summaries, prepare requisitions and expense statements, and perform related tasks
• Basic English-language oral communication skills necessary to respond to inquiries
• Ability to learn and perform all essential job functions accurately with minimal direct supervision
• Sufficient manual dexterity and basic computer keyboarding skills necessary to load data, access information in computerized files, and load other data specific to the unit
• Currency in area of responsibility
• Knowledge of the College's mission, purpose, and goals

Qualifications
Education: Associate degree required*
Experience: A minimum of three (3) years of full-time related work experience required
*May substitute two (2) years of related work experience for one year of education up to a maximum of four years of education equivalency. For example, four years of related work experience will be equated to an associate degree.
Note about Applying: Please check the application requirements at the end of this announcement. When applying, applicants will be required to submit transcripts and a resume via the NEOED system, but there are other documents that are also required as part of this job application. Those can be added by selecting "Add Supplemental Attachment" on the attachments screen of your online application.
Application Procedures/Additional Information
Applicants must meet the minimum qualifications required and must submit a complete application packet through the online application system in order to be considered for a position. Applicants who fail to submit all required information may be disqualified. Only applications received during the period of this announcement will be considered. All application materials must be submitted through the online system. Paper documents will not be accepted by Human Resources. Please have ALL documents available for uploading at the time of application completion.
A complete application packet consists of the following:

• A completed Jefferson State Community College online application specific to this position
• Current resume
• Transcripts (unofficial copies will be accepted before the deadline but official transcripts must be on file prior to extension of an employment agreement to the successful candidate). Transcripts must include conferred or awarded date.
• Work experience verification* in writing from your current and/or previous employer(s) confirming the required level of experience as stated in the "Qualifications" section. Verification should include dates of employment, position title(s), and indicate full- or part-time work experience. Upon request from the applicant, work experience verification from current employer only may be delayed until an official offer of employment. Request must be made in the form of a statement on a separate document. If applicant delays verification from current employer and it does not cover required level of experience as stated in the "Qualifications" section, verification from previous employer(s) is required. (For clarification, please contact Human Resources.)

*A work experience verification form can be found at Verification is the responsibility of the applicant. Verification must be completed by the employer and returned to the applicant for uploading with the online application. Do not return the paper form to Human Resources.
Incomplete application packets will eliminate the possibility of an interview. It is the sole responsibility of the applicant to ensure his or her application packet is complete. Once submitted, all applications become the property of Jeff State. Requests for copies of application materials, including transcripts, will be denied by the College.
The College reserves the right to fill the position within one year of the stated anticipated starting date or not to fill the position due to budgetary or operational considerations. Further, the College reserves the right to fill more than one position in the same job classification should another vacancy occur during the search process.
If you are applying for one or more positions, you must submit a separate application packet for each position.
In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from the criminal background check.
Jefferson State Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.
All male applicants between the ages of 18-26 must provide proof of Selective Service Registration.
Jefferson 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.
Jefferson State Community College will make reasonable accommodations for qualified disabled applicants or employees. If you have a disability and require accommodations, please notify us. Applicants must adhere to the College's prescribed interview schedule and must travel at their own expense. The College reserves the right to withdraw this job announcement at any time prior to the awarding.
APPLICATIONS FOR THIS POSITION MUST BE FILED ONLINE AT:
www.jeffersonstate.edu
205.856.7764
205.856.8598
Sick Leave
All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement.
8 hours per month
(may accumulate an unlimited number)
Annual Leave
All regular full-time non-instructional staff earn annual leave per month. A complete description of leave benefits can be found with the Human Resources office.
0-4 years 8 hours per month
5-9 years 10 hours per month
10-14 years 12 hours per month
15-19 years 14 hours per month
20+ 16 hours per month
(may accumulate up to 480 hours)
Personal Leave
All regular full-time non-instructional staff earns up to two (2) regularly scheduled workdays of personal leave per leave year.
Unused Personal Leave converts to sick leave if not used.
(converts to sick leave at the end of August each year if not used)
Professional Leave
Up to 10 days a year of professional development leave with pay may be granted by the President.
Holidays
New Year's Day
Martin Luther King/Robert E. Lee Birthday
National Memorial Day
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
Day after Thanksgiving Day
Christmas Eve
Christmas Day
15 (5 locally assigned)
Contracted Work Days
260
Retirement
The TRS was established in 1939 to provide benefits to qualified persons employed by state-supported educational institutions. Responsibility for the management and administration of the TRS is vested in its Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. The TRS is a defined benefit plan qualified under Section 401(a) of the Internal Revenue Code. For more information visit All regular full-time and part-time employees (non-temporary and non- student) who work at least 20 hours per week are required to participate in The Teachers' Retirement System of Alabama.
Tier I - Pays 7.50% monthly. State matches 12.59% (effective 10/01/22)
Tier II - Pays 6.20% monthly. State matches 11.44% (effective 10/01/22)
Law Enforcement Officers:
Tier I-Pays 8.50% monthly. State matches 12.59%(effective 10/01/22)
Tier II- Pays 7.20% monthly. State matches 11.44% (effective 10/01/22)
Health Insurance
PEEHIP, established in 1983, provides health insurance benefits for active and retired education employees and is governed by the PEEHIP Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. For more information visit
Premium amounts:

• Single $ 30
• Family (without Spouse but with dependents) $ 207
• Employee + Spouse (no dependents) $ 282
• Family (with Spouse and dependents*) $ 307

*Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP.
Tobacco Usage Premium

• Member $ 50
• Spouse $ 50

The tobacco premium applies only to the PEEHIP Hospital Medical and VIVA Health plans. Refer to the section to learn how you and/or your spouse can receive the non-tobacco user discount.
Wellness Premium

• Member $ 50
• Spouse $ 50

The wellness premium applies only to the Blue Cross Blue Shield Hospital Medical Group #14000 plan for non-Medicare eligible active and retired members, non-Medicare-eligible members on LOA or COBRA, and non-Medicare-eligible spouses on active or retired contracts. Refer to the section to learn how you and/or your spouse can receive a wellness premium waiver.
If desired, the employee may elect four options rather than health insurance options to include hospital indemnity, cancer, dental, and vision.
Optional Coverage Plan Premiums

• Cancer, Indemnity, and Vision Single or Family (cost per plan) $ 38
• Dental Single $ 38 Dental Family $ 50

Institution matches $800 monthly (effective 10/01/17).
Duty Hours
(hours vary by campus and needs of the student)
Tuition Assistance
This tuition waiver program is designed for all full-time instructional and non-instructional employees of The Alabama College System and the Alabama Department of Postsecondary Education and their dependents as defined un...