Job description


$41,984.00 Annually

Districtwide, CA

Job Type

FCC Student Services

Job Number

10/4/2018 11:59 PM Pacific


Under general supervision, evaluates and analyzes student academic records to determine eligibility for degrees or certificates, prepares certifications for general education transfer requirements, and provides technical information and assistance

Examples of Duties/ Essential Job Functions

Performs complex and technical duties related to the evaluation of student academic records including but not limited to:

  • Evaluates student academic records to verify completion of educational requirements for Associate's degrees, certificates, CSU General Education (GE) breadth requirement certification, and Inter-segmental General Education Transfer Curriculum (IGETC) Certification.
  • Evaluates student academic records in compliance with the state education code, Title 5, board policy, administrative regulations and college catalogs.
  • Evaluates transcripts and other documents for courses and units completed, course level, content, and unit value.
  • Evaluates, researches, and interprets transcripts, course descriptions and other documents to determine course equivalencies and course substitutions.
  • Determines number of units accepted by reviewing catalogs, grading systems, and/or by contacting other institutions via telephone, written communication, and by utilizing other appropriate reference materials.
  • Audits and reviews military records, advanced placement test scores, College-Level Examination Program (CLEP) test scores, and other exams to determine number of units awarded and to post credits to students' permanent records.
  • Determines athletic eligibility based on established rules and regulations.
  • Provides information and technical assistance to students, staff, counselors, faculty, administrators, and public on the interpretation of district policies, procedures, and federal/state regulations as it relates to graduation and CSU/UC general education certification.
  • Provides information and technical assistance to other colleges, universities, and institutions outside of the district regarding course transfers, course equivalencies, course content and other evaluation related requirements.
  • Explains basis for evaluation, researches student complaints, resolves problems and makes corrections as needed.
  • Conducts degree audits to ensure that student meets all requirements and prepares IGETC and GE certifications.
  • Researches and corrects degree audit discrepancies based on established guidelines.
  • Assists students in completing various forms and documents.
  • Reviews course waiver/substitution petition forms and non-traditional education materials for granting of college credits.
  • Prepares correspondence to students on graduation and degree requirements, evaluation status, to request additional documentation, and regarding other evaluation related issues.
  • Converts quarter units to semester units where applicable.
  • Reviews final grades and verifies completion of final semester courses.
  • Processes application for graduation and determines eligibility for graduation based on approved curriculum.
  • Assists at graduation ceremonies by preparing graduation lists, diplomas/certificates, reader cards, and processes reservations.
  • Enters and retrieves data from computer system as needed and utilizes various word processing, spreadsheet, database, email and other software programs to compile information, create and maintain records, and to prepare a variety of statistical reports.
  • Assigns and reviews the work of other employees and students assigned to the department.
  • May perform other duties as needed.

    Employment Standards/ Minimum Qualifications

    Education & Experience
  • Associate Degree and
  • Increasingly responsible experience in the evaluation of records including notification and explanation of evaluation criteria to "customers".

  • OR

  • Responsible experience in the evaluation of student records in a higher education institution including notification and explanation of evaluation criteria to students.

  • Education
  • Completion of 30 semester units of college level coursework is preferred.

  • Knowledge
  • Knowledge of current computer software applications and office productivity software such as word processing, spreadsheets, calendar, presentation, and database programs.
  • Knowledge of customer service principles and interpersonal relationships in order to appropriately interact with students, staff, faculty, and the public.
  • Knowledge of proper English usage, including spelling, grammar, and punctuation in order to compose items such as correspondence and/or reports.
  • Knowledge of basic math computations including addition, subtraction, multiplication, and division.
  • Skill to exercise initiative and sound judgment to solve technical and complex problems.
  • Skill to prioritize workload and conflicting demands.
  • Skill to analyze situations accurately, determine priorities and adopt an effective course of action.
  • Skill to utilize word processing, spreadsheets, email, online calendaring and data entry/retrieval from database programs.
  • Skill to operate standard office equipment such as computers, fax machines, copy machines, telephones, and others.
  • Skill and ability to make effective decisions independently.
  • Skill and ability to rapidly learn and acquire skills in areas and technologies not previously assigned.
  • Skill to type at a sufficient speed to maintain workflow.
  • Ability to respond accordingly to changing rules and regulations relating to admission and records.
  • Ability to prepare and maintain accurate data, records, and files and prepare reports as necessary.
  • Ability to plan and organize work to meet schedules and deadlines.
  • Ability to understand, be sensitive to and respect the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities and sexual orientation of students, faculty, and staff.
  • Ability to perform independently specialized duties with minimum direction or supervision.
  • Ability to perform mathematical computations to evaluate students' academic standing.
  • Ability to maintain confidentiality of sensitive information and records.
  • Ability to assist in assigning, monitoring, and/or reviewing the work of others.
  • Ability to appropriately interact with students, staff, faculty, and public.
  • Ability to receive and follow instructions in order to build and maintain effective working relationships.
  • Ability to operate computers and their peripherals.
  • Ability to use current common software applications in order to accurately enter and retrieve data.
  • Ability to maintain consistent, punctual and regular attendance.
  • Ability to lift and carry office supplies and equipment weighing up to 25 lbs.

    Examples of physical ability requirements necessary to perform the above job duties:
  • Bend, stretch, twist, or reach out with the body, arms, and/or legs to perform a task. Flexibility can also involve the continuous and repeated bending, stretching, or twisting movements of the truck, arms or legs such as switching from the counter to the computer screen. (Flexibility)
  • Have coordinated, precise movement of the fingers of one or both hands to perform tasks such as typing, writing and taking notes. (Finger Dexterity)
  • See clearly objects and close surroundings that are 36 inches or closer to perform tasks such as looking at computer monitors. (Near Visual Acuity)
  • See clearly objects and close surroundings that are six feet or further away such as being able to see other vehicles while driving. (Far Visual Acuity)
  • Distinguish between shades of one color or the difference between two or more colors such as working with computer monitors and filing systems. (Color Discrimination)
  • Hear and understand human speech in a relatively quiet environment such as hearing someone speak in quiet office or library setting. (Speech Intelligibility in Quiet)
  • Hear and understand human speech in a relatively noisy environment such as hearing someone speak to you while in the presence of loud equipment. (Speech Intelligibility in Noise)

    Examples of mental ability requirements necessary to perform the above job duties:
  • Listen to and understand information and ideas presented through spoken words and sentences. (Oral Comprehension)
  • Come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem. (Originality)
  • Arrange things or actions in a certain order or pattern, according to a specific rule or set of rules such as patterns of numbers, letters, words, or pictures. (Information Ordering)
  • Identify or detect a known pattern, such as a figure, object, word, or sound that is hidden in other distracting material. (Flexibility of Closure)
  • Generate or use different sets of rules for combining or grouping things in different ways. (Category Flexibility)
  • Focus on a single source of sound in the presence of other distracting sounds. (Auditory Attention)
  • Quickly make sense of, combine, and organize information into meaningful patterns. (Speed of Closure)
  • Concentrate on a task over a period of time without being distracted. (Selective Attention)
  • Shift back and forth between two or more activities or sources of information; multi-task to work on different projects simultaneously. (Time sharing)
  • Remember information such as words, numbers, pictures, and procedures. (Memorization)
  • Clearly communicate information and ideas through spoken words so others will understand. (Oral Expression)
  • Identify and understand the speech of another person. (Speech Recognition)
  • Recognize when something is wrong or is likely to go wrong. (Problem Sensitivity)
  • Combine pieces of information to form general rules or conclusions such as finding a relationship among seemingly unrelated events. (Inductive Reasoning)
  • Apply general rule, a premise, which is known to be true to specific problems to produce answers that make sense. (Deductive Reasoning)
  • Read and understand information and ideas presented in writing. (Written Comprehension)
  • Communicate information and ideas in writing so others will understand. (Written Expression)

    Working conditions which may occur:
  • Work inside protected from the weather.
  • Work under pressure of constant deadlines with frequent interruptions.
  • Work effectively in a demanding environment.
  • Work collaboratively in a team environment.
  • Work with sensitive and confidential information.
  • Noise exposure under 65 decibels, roughly that of a normal conversation or a ringing telephone.
  • Some overtime and/or schedule changes may occur.

    Examination Process
    The assessment process will include screening to ensure applications are complete and meet all minimum qualifications. The application requires the completion of Supplemental Questions to evaluate your education, training and experience relative to the required knowledge, skills and abilities for the position. Answers should be as complete as possible, as no additional information will be accepted from applicants once the application has been submitted. Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process.

    The assessment process will include a competency assessment(30% weight) and an oral interview assessment(70% weight). Of those achieving a passing score on the competency assessment, only the 10 highest scoring candidates, plus ties, will be invited to the oral interview assessment. Passing score is 75% out of 100% on each assessmentsection.


    To move forward in the selection process, you must complete an online application through our website https://www.schooljobs.com/careers/scccd. Resumes may be uploaded but cannot be used in place of a completed application.

    Candidates who attain a passing score on each part of the assessment will be placed in rank order on district wide Open-Competitive List. Using the same process, a separate Promotional List will be established and both Lists will be used concurrently. Unless otherwise indicated, the eligibility list will be used to fill current vacancies for at least six months. The current vacancy is at Fresno City College.

    The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.


    When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

    All required documents must be submitted by the applicant. Personnel Commission staff will not upload documents for you.

    ACCOMMODATIONS:Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

    State Center Community College District Disclaimer:
    Classification and Compensation Study

    State Center Community College District is currently conducting a classification and compensation study through a third party vendor, Reward Strategy Group. A classification and compensation study is primarily designed to focus on the internal and external equity of both the structure by which employees are compensated and the way positions relate and compare to one another across the organization. The effects of the study are currently being negotiatedand there may be changes to employee's job titles, duties, FLSA status and possibly salary.

    State Center Community College District is an Equal Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.

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    Job No:
    Posted: 9/13/2018
    Application Due: 10/5/2018
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