Admissions & Records Technician, Student Services/Admissions & Records

Columbia College
Sonora, California
$3,262 to $4,164 per month
May 08, 2017
Institution Type
Community College

Columbia College


Admissions & Records Technician, Student Services/Admissions & Records

Salary: $3,262 to $4,164 per month- Range 25 (2015-2016 Classified Salary Schedule)

40 hours per week, 12 months per year

Monday -Friday 8:00 am to 4:30 pm (Fall/Spring)

Monday -Thursday 7:00 am to 5:30 pm (Summer)

Deadline: May 22, 2017  


Complete job description and application available online at:  



Under general supervision, performs technical duties related to the intake, research, processing and maintenance of student admission, registration and/or record information; researches and verifies data in manual and computerized records systems; supports transcript evaluation, application acceptance and graduation evaluation processes; and performs related work as assigned.



This is the first technical level class in the Admissions and Records Support Series within the Yosemite Community College District (YCCD). Positions in this class are responsible for reviewing and verifying admissions, registration and record information and preparing applications and records for evaluation/approval. Duties often require substantial research/follow-up with various parties in order to obtain and validate information and prevent duplication of records.


This class may be distinguished from the lower-level class of Admissions and Records Assistant because incumbents in that class perform clerical duties related to the initial intake of information and the provision of customer service. This class may be distinguished from the higher-level class of Admissions and Records Specialist because incumbents in that class perform highly specialized and complex technical admissions and records function such as graduation and/or grade evaluation and/or may serve as lead workers on a regular basis with ongoing responsibility for assigning, directing, reviewing and monitoring the work of subordinates.



Incumbents in this class receive general supervision, working alone on routine or regular work assignments and checking with a supervisor on non-routine assignments or when in doubt as to the correct procedures to follow.


An incumbent in this class does not directly lead or supervise other full-time employees, but may assign, direct and/or monitor the work of subordinate full time, part time, and/or student employees on a project or assignment basis.


Minimum Qualifications

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


Knowledge of: 

• College evaluations, residency and general education requirements

• Methods and techniques of customer service. 

• Data processing terminology as it relates to student records and registration. 

• A variety of course offerings, college information, policies and procedures. 

• Transfer and admissions requirements. 

• Modern office procedures, methods and equipment including computers. 

• Principles and procedures of record keeping. 

• English usage, spelling, grammar and punctuation. 

• Pertinent Federal, State and local laws, codes and regulations.


Ability to: 

• Interpret and explain admissions policies and procedures

• Examine and determine the residency status of prospective students. 

• Respond to requests and inquiries from students, faculty, staff and the general public.

• Utilize standard business word processing, spreadsheet and database applications

• Maintain confidentiality of sensitive information. 

• Maintain a variety of files and records. 

• Communicate effectively, both orally and in writing. 

• Establish and maintain effective working relationships with those contacted in the course of work.


Education and Experience

Any combination of education, experience and/or training that would likely provide the above-required knowledge, skills and abilities is qualifying. Typical background patterns that would provide the knowledge, skills and abilities are:


Pattern I

• Experience: Two years equivalent to an Admissions and Records Assistant at YCCD.


OR Pattern II

• Education: Possession of an associate’s degree from an accredited college, with course work in business administration or a closely related field.

• Experience: Two years performing general office administrative support work.


Example of Duties

• Performs technical administrative tasks involving research, verification and processing of student admissions, registration and record information.

• Reviews and processes student admissions, registration and records information/requests including college applications, transcripts, address changes, class registration forms, transcript requests, grade petitions and other documents; provides instructor roll sheets; researches internal records to avoid duplication; determines residency status; performs transcript certifications in situations where advanced evaluation is not required; follows up with students and other parties as needed to validate and/or obtain information.

• Registers students for classes by telephone, website, and in person; enters applicant information and status changes into computerized records systems; updates hard copy files. 

• Scans, indexes and files admissions applications, records, petitions, evaluations and other information into an automated records management system.

• Prepares application files and other materials for final evaluation.

• Responds to complex inquiries and complaints at the admissions/records counter, from the Internet, and on the telephone regarding the college curriculum, admissions requirements, residency requirements, fees and other issues; explains District admissions and records policies and procedures.

• Prepares student files and folders; retrieves student records for campus offices and student requests.

• Calculates and receives various fees.

• Enrolls students for classes as needed; schedules student registration appointments; prepares and mails registration confirmation forms, student information forms, parking permits, maps and other documents.

• Processes add/drop, credit/no credit and other requests.

• Processes requests to verify student enrollment, graduation and other information; determines if release of information is appropriate based on established laws, policies and procedures.

• Performs other related duties as assigned.


Licenses and Certificates

• Depending upon assignment, possession of a valid typing certificate for 45 words per minute may be required.

• Depending upon assignment, possession of a valid license to drive in California may be required.


Physical and Mental Standards

• Mobility: ability to sit and stand for long periods, move about an office, and occasionally reach above and below desk level. 

• Dexterity: fine manipulation sufficient to operate a computer keyboard, handle individual papers, write and take notes. 

• Lifting: frequent lifting of papers, files, equipment and material weighing up to 10 pounds. 

• Visual Requirements: close vision sufficient to read files, documents, and computer screens and do close-up work; ability to adjust focus frequently. 

• Hearing/Talking: ability to hear normal speech, speak and hear on the telephone, and speak in person. 

• Emotional/Psychological Factors: ability to make decisions and concentrate; frequent contact with others including some public contact; frequent deadlines and time-limited assignments.


YCCD is an Equal Employment Opportunity Employer.

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