Job Description

Posting number: 2026-2027:03

Department: WCC-501020-Counseling and Career Guidance

Job classification: Secretary/Receptionist - Advising

Posting type: Open

Categories: Clerical & Data Entry, Education, Student Services, Higher Education, Professional Education, Technical Education

Summary

The Secretary/Receptionist is responsible for facilitating communications and providing information to the general public related to admissions, advising, financial aid, recruiting, testing, and other student service departments on campus. The assistant will perform various secretarial and general clerical support duties including typing, reception, filing, and basic record keeping, following well-established policies, procedures, and routines.

POSTING DATE: OCTOBER 5, 2026

SALARY: Appropriate placement on Salary Schedule E5, 05 (range: $35,670 - $53,865).

ANTICIPATED START DATE: DECEMBER 1, 2026

This position will be based initially at the Wallace Campus in Dothan.

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.

Examples of duties

ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation.

Reception and Customer Service

• Greet students, prospective students, families, employees, and visitors promptly and courteously and determine the nature of each request.
• Answer telephone calls, respond to routine email and in-person inquiries, take accurate messages, and route individuals to the appropriate office or employee.
• Provide accurate general information regarding College services, published procedures, forms, office hours, deadlines, and points of contact.
• Assist individuals with locating and completing routine forms, accessing approved online resources, and understanding the next procedural step.
• Assist in scheduling and confirming appointments; maintain calendars, sign-in records, waiting lists, and visitor information; and notify staff of student arrivals or schedule changes.
• Assist in scheduling and confirming campus tours.
• Recognize requests that require professional judgment, policy interpretation, or access beyond the position's authority and promptly refer those matters to the appropriate employee.
• Maintain an orderly and professional reception area and ensure that student-facing forms, instructions, and informational materials are current and available.

Advising Department Support

• Greet students with advising appointments and direct them to the to the proper check-in procedures.
• Provide general information regarding published academic calendars, advising processes, registration dates, orientation sessions, and available student resources.
• Refer questions involving course selection, program requirements, transfer decisions, academic standing, and other professional advising matters to authorized personnel.

Financial Aid Department Support

• Provide general information regarding published financial aid processes, forms, deadlines, document-submission methods, and approved self-service resources.
• Refer questions concerning eligibility, awards, professional judgment, verification determinations, satisfactory academic progress decisions, repayment, or confidential account details to authorized Financial Aid personnel.
• Greet students with financial aid appointments and direct them to the proper check-in procedures.

Admissions and Records Support

• Provide general information regarding published admissions requirements, application steps, residency documentation, transcripts, testing, orientation, and enrollment deadlines.
• Assist prospective and current students with accessing the online application and student portal and locating approved admissions forms and instructions.
• Refer decisions involving admission eligibility, residency classification, transfer-credit evaluation, records exceptions, or policy interpretation to authorized Admissions and Records personnel.

Administrative Support

• Maintain accurate electronic and paper records in accordance with College procedures, records-retention requirements, and applicable law.
• Receive, sort, and distribute mail and correspondence and monitor shared email inboxes or service queues as assigned.
• Enter, retrieve, review, and update information in student information, document
• Maintain office supplies and materials and assist with purchase requests, inventories, routine data collection, and departmental reports.
• Coordinate with Advising, Financial Aid, Admissions, and other College offices to provide consistent information, appropriate referrals, and continuity of student service.
• Participate in training and remain current on approved procedures, deadlines, systems, and customer-service expectations applicable to the position.
• Perform other duties as assigned in support of the mission and goals of the College.
• Maintain knowledge of policies within student services and engage in training when needed to support areas within the Department.

Qualifications

1. A high school diploma or GED from an accredited institution is required.
2. A minimum of one year of full-time work experience in an office, customer-service, clerical, secretarial, or administrative-support role is required.
3. Ability to work non­standard and extended hours is required.
4. Previous secretarial or receptionist experience is preferred.

ADVISORY COMMITTEE: The President will appoint an Advisory and Interview Committee to include representatives of the College faculty and staff. This committee will employ appropriate procedures, including the review of application packets, interview, and demonstration of competency, to determine which applicants are to be recommended to the President for further consideration. From all the applications received, a screening committee will select the applicants to be interviewed.

Applicants must travel at their own expense for interviews that are conducted in person.

Supplemental information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. A complete application packet must be received no later than 2:00 pm, Tuesday, October 20, 2026. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. A complete application packet consists of:

1. Completed Wallace Community College employment application
2. Current resume
3. Cover letter describing specifically how your experience and qualifications meet the required qualifications.
4. Employment verification letter(s) verifying a minimum of one year’s full-time work experience in an office, customer-service, clerical, secretarial, or administrative-support role. Letter(s) must include employment dates and job title, and be on official letterhead with an authorized personnel signature. *ONLY when an applicant has a legitimate reason for not obtaining written verification by their own efforts, such as if the business is no longer in operation, an applicant may submit copies of appointment letters or contracts, and if that is not available, you may submit pay stubs or W-2 forms to confirm the one year of full-time experience.
5. Appropriate transcript identifying the applicant, institution, date degree conferred, and verifying the applicant has received the minimum of a High School Diploma or GED equivalent. Transcripts may be unofficial for the application process but they must identify the applicant, institution, degree earned and the date the degree was conferred. (A copy of the diploma will not suffice). NOTE: If employed, official transcripts will be required at that time.

APPLICATIONS MUST BE FILED ONLINE AT:

www.wallace.edu/employment

IF AT ANY POINT YOU HAVE PROBLEMS COMPLETING YOUR APPLICATION, CONTACT THE HUMAN RESOURCES DEPARTMENT AT WALLACE COLLEGE (334-556-2519)

PLEASE NOTE:

• ALL APPLICATION MATERIALS MUST BE SCANNED. It is recommended that you have digital (such as pdf) copies of your cover letter, resume, employment verification documents (if applicable), ALL required transcripts, and any other document identified in the vacancy announcement ready when you begin the on-line application process. You will be given the opportunity to upload these during the process. If you need assistance scanning documents, please contact:

Human Resources

Monday - Thursday 7:30 am - 4:30 pm

Friday 7:30 am - 2:00 pm

334-556-2519

• WE DO NOT ACCEPT FAXED OR E-MAILED application materials.
• When you finish the steps to apply, you will receive an on-screen notice that you have successfully applied. HOWEVER, this notice does not mean your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement.
• All correspondence with applicants regarding the College's search process will be sent via e-mail.

If you need technical assistance after reviewing the instructions, please contact:

NEOGOV Customer Service:

Monday-Friday

8:00 am - 5:00 pm PST

(855) 524-5627

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 a criminal background check. Wallace 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.

If you have a disability and require accommodations, please notify us at (334) 556-2519.

Wallace Community College is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System, including postsecondary institutions under the control of the Board of Trustees, that no person in Alabama shall, on the grounds of race, color, disability, sex, religion, creed, national origin, age, or other classification protected by Federal or State law, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Wallace Community College will make reasonable accommodations for qualified disabled applicants or employees.

The College reserves the right to withdraw this job announcement at any time prior to the awarding.