Admissions & Records Technician II
Opening Date/Time: Fri. 06/14/13 12:00 AM Pacific Time
Closing Date/Time: Thu. 06/27/13 11:59 PM Pacific Time
Salary: $42,464.00 - $51,770.00 Annually
Job Type: Classified Staff
Location: Orange Coast College, California
Department: Orange Coast College
Under the general supervision of the Director of Admissions & Records, to utilize independent judgment and initiative in performing diversified functions in support of the overall admissions and records operations.
The Admissions & Records Technician II performs more diversified functions with delegated responsibility for specific admissions and records activities. Positions in this class require experience in admissions and records and the ability to operate using independent judgment and initiative to interpret state and federal laws and guidelines. The Admissions & Records Technician II is also responsible for providing students, faculty, and other staff members with information about registration, admissions, and student records, in accordance with District policies and state and federal guidelines. Technicians are expected to become familiar with general duties, specific departmental duties, and other departments' functions.
EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:
a. Perform a broad range of admissions and record functions in the areas of admissions & student records.
b. Participate in activities such as transcript evaluations, faculty roster scheduling, residency determination, veteran's certification, specialized registration activities, and various admissions and records functions.
c. Communicate with other colleges and respond to questions or issues regarding assigned activities from students, faculty and staff.
d. Coordinate and distribute information to various offices and personnel and other related materials; perform data entry.
e. Interpret and apply policies and regulations that pertain to admissions and records.
f. Maintain accurate files and documentation in accordance with state and federal regulations including applications, residency information, veteran's DD-214 and certification paperwork, rosters, grade change and incomplete grade cards, and various other documentation.
g. Participate in the preparation, maintenance, and distribution of various forms and instructions with regards to the areas of assignment.
h. Respond to questions from other employees, students, and faculty and refer as necessary.
i. Operate a computer for data entry and use a variety of computer applications for word processing, record keeping and reporting, email correspondence, and spreadsheet preparation.
j. Compile data and prepare basic statistical reports as directed.
k. Receive and answer inquiries regarding admissions and records functions and independently prepare correspondence in response to routine matters.
l. Operate a variety of modern office equipment including a computer, copy machine, fax machine, calculator, microfilm, and optical imaging system.
m. Apprise supervisor of unusual requests and/or exceptions to procedures regarding assigned area of responsibility.
n. Research document and/or institutional errors and initiate appropriate corrective action.
o. Participate in special projects as requested and attend meetings as assigned.
p. Perform other related duties as assigned.
1. Methods, practices, terminology, and procedures used in admissions and records.
2. State and Federal laws, codes, and regulations concerning admissions and record functions.
3. Interpersonal skills using diplomacy, tact, and patience.
4. Recordkeeping techniques.
5. Modern office practices, procedures, and equipment.
6. A variety of computer applications for word processing, database management, email correspondence, and spreadsheet programs.
7. Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high-quality services.
8. Demonstrate clear evidence of sensitivity to an understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.
9. Perform diversified functions in support of the overall admissions and records functions, including admissions, records, and registration activities.
10. Prepare and maintain reports.
11. Assure compliance with District, State and Federal regulations and laws regarding admissions and records functions, including Title V Administrative Code, the Attendance Accounting Manual, the California Education Code, and FERPA law.
12. Learn, apply, and explain rules, regulations, policies and procedures of assigned areas of responsibility, including District/College organization, operation, and objectives.
13. Analyze situations accurately and adopt an effective course of action.
14. Provide information and assistance to employees, students, and faculty.
15. Provide high quality customer service to students, faculty, and staff.
16. Update and maintain a wide variety of files and records, including confidential materials.
17. Type and perform data entry accurately at an acceptable rate of speed.
18. Operate a variety of modern office equipment including a computer, copy machine, fax machine, calculator, microfilm, and optical imaging system.
19. Distribute forms and review for completion and compliance with requirements and deadlines.
20. Plan and organize work to meet schedules and timelines.
21. Establish and maintain cooperative and effective working relationships with others.
Education and Experience:
22. At least three years of responsible clerical experience, preferably including at least one year in admissions or records.
23. Or, any combination of education and experience that would provide the required equivalent qualifications.
24. Bilingual ability.
Conditions of Employment:
CONDITIONS OF EMPLOYMENT: This is a full time, 12 month per year position. The normal hours of work are to be arranged between 8:00 a.m. and 8:00 p.m., Monday through Friday with some flexibility to be arranged with the supervisor. The effective date of employment will be arranged with the supervisor.
PAY PHILOSOPHY: Starting salaries for support staff positions begin at Step-1 of the salary range. Employees hired prior to April 1 of each year will move to the next step on the upcoming July 1. Employees hired on or after April 1 of each year will move to the next step the following July 1. All movement on the salary schedule will occur July 1 of each year for all classified employees.
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting http://apptrkr.com/363604. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.
All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.
Application Requirements: To be considered for employment you must submit a complete application packet. A complete application packet includes:
1. A complete Classified/Management Employment Application.
2. A current resume.
3. A cover letter highlighting your qualifications for the desired position.
4. Answers to Supplemental Questions.
To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community (reference Board Policy 050-1-1). Please note: Possession of the minimum qualifications does not ensure an interview.
Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name.
Disability Accommodations: If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4713.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
• The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• A detailed list of physical demands and work environment is on file and will be provided upon request.
Coast Community College District is an Equal Opportunity Employer