Business Office Assistant

Business Office Assistant

Salary

See Position Description

Location

BSCC - Jasper - 1411 Indiana Ave, Jasper, AL

Job Type

Full-Time

Job Number

08423

College/Division

BSCC-601040-Fiscal Management

Opening Date

08/14/2026

Closing Date

8/28/2026 4:00 PM Central

Campus Location

Bevill State Community College

• Description
• Benefits

Position Summary

The Business Office Assistant performs administrative, clerical, accounting, receivable accounts, cashiering, and purchasing functions in support of the Colleges Business Office. The position assists with maintaining financial records, processing transactions, supporting purchasing activities, organizing and maintaining records, and providing general administrative support to the Business Office. Duties are performed in accordance with applicable College policies and procedures, Alabama Community College System policies and procedures, and applicable state and federal laws and regulations.

Salary: Appropriate placement on ACCS Salary Schedule E3, Grade 04: $41,349-$59,541

Applicants must meet the minimum qualifications and must submit a complete application packet through the on-line application system to be considered. A complete application consists of the following:

• An on-line 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

Essential duties and responsibilities include, but are not limited to, the following:

Cashier and Accounts Receivable Duties

• Perform general clerical duties related to accounts receivable and maintain organized filing systems.
• Assist accountants with maintaining, reconciling, and balancing accounts.
• Assist with restricted funds reporting and billing.
• Serve as a backup cashier on all College campuses, as needed.
• Prepare miscellaneous reports and assist with special projects as assigned.
• Scan, index, and maintain digital documents for the Business Office.
• Assist with the preparation of accounts receivable billings for College tuition and fees.
• Communicate with external agencies to resolve invoicing issues and facilitate timely payment.
• Assist with student billing and prepare invoices each term for outstanding balances owed to the College.
• Assist with the review and processing of delinquent student accounts for referral to the Director of Accounting and Finance and, when appropriate, submission to a collection agency.
• Maintain student account holds in accordance with College policies and procedures.
• Record, track, and distribute notifications related to tuition deferment contracts.
• Maintain Business Office supply inventory and place orders as needed.
• Answer telephone calls and provide accurate and appropriate information regarding Business Office functions and procedures.
• Receive, open, distribute, and forward mail and faxes as appropriate.
• Perform and maintain equipment inventory records.
• Maintain documentation required by external auditors and ensure records are properly organized and readily available during annual audits.
• Maintain proficiency in applicable financial and administrative systems, including TouchNet, Banner, and other systems or resources through webinars, training, FAQs, and other professional development opportunities.
• Comply with all applicable policies and procedures of the Alabama Community College System and the College, as well as applicable state and federal laws and regulations.
• Perform other duties as assigned by the Director of Accounting and Finance or President.

Purchasing and Procurement Duties

• Review, approve, and issue purchase orders in accordance with College purchasing policies and procedures.
• Provide training and assistance to campus users regarding purchasing procedures.
• Calculate and file applicable sales tax reports on a monthly basis.
• Prepare and file annual 1099 forms.
• Verify vendor Taxpayer Identification Numbers (TINs) through the Internal Revenue Service prior to establishing vendors in Banner.
• Maintain E-Verify records for the Colleges Business Office.
• Maintain SAM.gov debarment records for applicable restricted payments.
• Verify and maintain banking information for vendors receiving payments by ACH.
• Coordinate ACH requests from vendors and prepare required documentation.
• Communicate with vendors regarding Disclosure Statement requirements and track receipt and maintenance of required Disclosure Statements.
• Maintain Business Office contract files and related documentation.
• Assist with distributing purchase orders to departments.
• Prepare annual refund calculations and submit requests for refunds of excess utility taxes paid to the Alabama Department of Revenue.
• Process and track consultant payments.
• Perform price verifications for purchases using applicable in-house bids and contracts, state contracts, purchasing cooperatives, and other approved purchasing resources.
• Identify and evaluate new purchasing contracts, cooperative purchasing opportunities, and state bids that may benefit the College.
• Coordinate the establishment of new purchasing accounts with vendors and sales representatives to maximize the Colleges use of available purchasing cooperatives, contracts, and state bids.
• Track and maintain monthly utility cost data using Excel and prepare related information for the Director of Accounting & Finance and President.
• Verify vendor TINs, scan and maintain W-9 forms, and track required vendor documentation.
• Monitor vendor balances and purchasing activity to ensure compliance with applicable competitive bidding thresholds.
• Process travel authorization forms and maintain an organized travel documentation system.
• Match travel authorization forms with travel reimbursement claims and review claims for compliance with applicable College policies, procedures, laws, and regulations.
• Prepare credit application forms for new vendors.
• Audit travel reimbursement requests for compliance with College policies and applicable state and federal laws and regulations.
• Review and update travel policies and procedures annually, as assigned.
• Maintain the bid log for solicitations conducted pursuant to the Alabama Competitive Bid Law.
• Coordinate with departments in the development of specifications for competitive bids.
• Prepare bid solicitations and distribute them to prospective vendors.
• Maintain bid files; coordinate responses to vendor and departmental questions regarding bids; and maintain a list of vendors requesting inclusion on applicable bid lists.
• Perform other duties as assigned by the Director of Accounting and Finance or President.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions

MINIMUM EDUCATION and/or EXPERIENCE

• A minimum of an associate degree from a regionally accredited institution is required.
• Proficiency in Microsoft Office applications (or equivalents) for data entry, reporting, and analysis is required.

KNOWLEDGE, SKILLS AND ABILITIES:

• General office practices, procedures, and administrative support functions.
• Applicable college policies and procedures, including FERPA.
• Enterprise systems such as Banner or similar platforms (preferred).
• Strong organizational and time-management skills with attention to detail.
• Proficient use of computers, office software, email systems, and standard office equipment.
• Effective written and verbal communication, including drafting and proofreading professional correspondence.
• Customer service and interpersonal skills, with the ability to interact professionally with diverse populations.
• Manage multiple priorities, meet deadlines, and adapt in a fast-paced environment.
• Exercise sound judgment and make decisions based on established guidelines and available information.
• Maintain confidentiality and handle sensitive information with discretion.
• Work independently with minimal supervision while supporting team objectives.
• Remain calm and professional under pressure.
• Demonstrate initiative, accountability, and a strong work ethic.
• Learn and apply new processes, technologies, and procedures.
• Support executive-level staff by anticipating needs and managing priorities effectively.

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 Bevill State Community College from the institution(s) granting the credits.

APPLICATIONS ARE ONLY ACCEPTED ONLINE AT:

https://www.bscc.edu/about/employment-opportunities

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.

Bevill State 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. Bevill State 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. 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. Bevill State Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees.

Bevill State 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 Bevill State 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 Bevill States educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.

If you need assistance, please contact the Human Resources Department.

Monday - Thursday: 7:30 am - 5:30 pm

Friday: 7:30 am - 11:30 am

205-387-051, ext. 5784.

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.

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 Teachers 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 Years 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 The Retirement Systems of Alabama. 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 http://www.rsa-al.gov/index.php/members/peehip

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 Wellness Program 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 Wellness Program 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 under by policy. The program will be coordinated by each institution for employees within The Alabama College System and the Alabama Department of Postsecondary Education. An application form for the tuition assistance program is available in the Human Resources office and should be completed prior to registration for classes.

Employees/Dependents at two-year colleges:

• 1/3 waived after 1st year
• 2/3 waived after 2nd year
• 3/3 waived after 3rd year

Note: Employee is vested after 10 years in Retirement System. Additional information regarding retirement may be obtained from the Retirement System Web site at www.rsa.al.gov.

Employer ACCS

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