Document Management Assistant Jobs in Alabama (NOW HIRING)

Salary: See Position Description
Location : CCC - Decatur - 6250 Highway 31 North, Tanner, AL
Job Type: Full-Time
Job Number: 08284
College/Division: CCC-505010-Student Admissions
Opening Date: 08/04/2026
Closing Date: 8/18/2026 4:00 PM Central
Campus Location: Calhoun Community College
Position Summary
Provide clerical support and be responsible for general Admissions & Records duties to include greeting and assisting students with the admission processes, maintenance of permanent student records and processing of applications and forms. Advise and facilitate admission and enrollment of international applicants/students.
Salary: Appropriate placement on E4, Grade 05: $35,670 - $53,865
(Salary within this range is determined by your documented years of full-time related work experience)
Work Hours: Monday - Thursday 8:30 a.m. - 6:00 p.m. and Friday 7:45 a.m. - 11:45 a.m.
Applicants must meet the minimum qualifications and must submit a complete application packet to be considered. A complete application consists of the following:

• Online application
• Current résumé
• Copy of college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

Application materials must provide documentation that the applicant meets all minimum qualifications.
Applicants must provide information from previous employers documenting full-time related work experience if an offer is made.
Essential Duties and Responsibilities

1. Greet visitors, answer the telephone, respond to email, and provide admissions and records assistance to students, faculty, staff, and the general public; both in person and over the phone.
2. Maintain a working knowledge of college information and all admissions and records related processes.
3. Process records requests include but not limited to issuing out-going transcripts, enrollment verification forms, admissions applications and withdrawals.
4. Perform equivalencies related to placement into college-level English and Math, from completed by high school students and record in Banner.
5. Assist with scanning admissions and records documents into BDMS.
6. Communicate departmental requirements, policies, and procedures relevant to students throughout all stages of the enrollment cycle from initial application for admission through graduation.
7. Maintain a confidential working environment with respect to student records in accordance with FERPA guidelines.
8. Load ACT and SAT scores.
9. Assist in monitoring all international students, insuring compliance with college regulations.
10. Assist in advising international applicants and issue initial I-20 to incoming F-1 students.
11. Assist in maintaining Student Exchange Visitor International System (SEVIS) database, comply with all United States Citizenship and Immigration Services (USCIS) policies, and prepare and provide information to USCIS and Department of Homeland Security (DHS) upon request.
12. Assist in creating and maintaining current communications to F-1 international student population.
13. Perform all duties with professionalism.
14. Alert supervisor of any issues requiring the attention and direction of upper management.
15. Assist with other enrollment functions housed in the Office of Admissions & Records as assigned.
16. Perform related duties as assigned.

Qualifications

1. A minimum of one (1) year (32 semester hours) of postsecondary education from an accredited institution with a minimum of 16 semester hours in a related field and a minimum of one (1) year of related work experience is required OR a minimum of one (1) year (32 semester hours) of postsecondary education from an accredited institution and a minimum of three (3) years related work experience is required.
2. Previous customer service work experience is required.

Preference will be given to candidates who can demonstrate through their experience and accomplishments:

1. Knowledge of community college policies and procedures
2. Knowledge of and ability to use Banner Student information system and additional components including Application Extender and Banner Document Management System (BDMS).
3. Knowledge of rules of grammar.
4. Knowledge of generally accepted office practices and procedures, including records management.
5. Knowledge of e-script.
6. Knowledge of FERPA.
7. Skill in operating a mouse to control a computer.
8. Skill in operating a computer.
9. Skill in utilizing a multi-line phone system.
10. Skill in operating a fax machine, copier, scanner, label maker.
11. Ability to follow instructions and adhere to prescribed routines.
12. Ability to utilize Excel or other database software to sort and manage and reporting.
13. Ability to utilize Word or other word processing tools to prepare and communicate information.
14. Ability to make decisions based on correspondence, data or other information.
15. Ability to utilize and search the internet for information.
16. Ability to utilize e-Script.
17. Ability to utilize Application Extender and BDMS.
18. Ability to multi-task and prioritize issues.
19. Ability to maintain confidential information.
20. Ability to work and communicate with a variety of people from diverse backgrounds.
21. Ability to utilize email systems to communicate information.
22. Ability to work with minimal supervision/work independently.
23. Ability to operate in a professional manner at all times.
24. Ability to greet individuals of any background with friendliness, tact and courtesy.
25. Ability to operate in high pressure and often noisy situation and respond to issues in a calm manner.
26. Conscientious- care about how work is done and wanting to do a good job.
27. Initiative- responding to downtime by taking responsibility to do other work.
28. A focus on details.
29. A focus on being friendly and patient in responding to customer needs.
30. Willingness and desire to learn new things and apply that learning.
31. Willingness to maintain flexibility in order to meet customer needs.
32. A positive attitude regardless of circumstances at hand.
33. Confidence in decision making and communication skills

Application Procedures/Additional 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. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must travel at their own expense. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Calhoun Community College from the institution(s) granting the credits. 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.
BACKGROUND CHECK STATEMENT:
In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.
Calhoun Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Calhoun 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. Calhoun Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees.
Calhoun Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Calhoun Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling (404) 679-4500, or by using information available on SACSCOC's website (www.sacscoc.org). Specific questions regarding Calhoun's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.
APPLICATIONS MAY BE FILED ONLINE AT:
http://www.calhoun.edu
P.O. Box 2216
Decatur, AL 35609
256-306-2590
256-306-2591
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
Juneteenth
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
Day after Thanksgiving Day
Christmas Eve
Christmas Day
16 (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 14.57% (effective 10/01/25)
Tier II - Pays 6.20% monthly. State matches 13.61% (effective 10/01/25)
Law Enforcement Officers:
Tier I-Pays 8.50% monthly. State matches 14.57% (effective 10/01/25)
Tier II- Pays 7.20% monthly. State matches 13.61% (effective 10/01/25)
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 De