Admissions and Records Specialist I (Part-Time)
Complete application packets will be accepted until the position is filled; however, those submitted by 11:59 p.m. (PST) on January 14, 2019, are assured consideration.
Applicants must submit all of the following materials online at http://hrjobs.mtsac.edu to be considered for this position:
1.A Mt. San Antonio College online application.
2.A cover letter describing how the applicant meets the required education and experience.
3.A detailed résumé that summarizes educational preparation and professional experience for the position.
4.Two (2) letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation).
5.College and/or university transcripts showing the awarded/conferred degree (if applicable) are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.Health & Welfare:
Employees working less than fifty (50%) percent are not eligible for health and welfare benefits.
The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and MetLife Social Security Alternative Plan.
*Note Salary and Health & Welfare Benefits are subject to changeBasic Function/Overview:
Under direct supervision, provides student support services by researching and processing requests for information, including transcripts, applications, residency status, certificates, and other documents; ensures requested information is provided efficiently and accurately; provides information and assistance to students and visitors regarding registration, student records, and admissions.
SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision from the Supervisor, Student Services. Exercises no supervision of staff.
This is the entry-level class in the Admissions and Records Specialist class series. Initially under close supervision, incumbents with basic clerical experience perform routine administrative and office support duties, including document preparation, record keeping, researching, compiling, and organizing information from various sources, screening phone calls and visitors, and directing questions to the appropriate staff. Initially, work is usually supervised while in progress and fits an established structure or pattern and exceptions or changes in procedures are explained in detail as they arise. As experience is gained, assignments become more varied and are performed with greater independence. This class is distinguished from the Admissions and Records Specialist II in that the latter performs more advanced administrative and technical student support services, including evaluation of certificate requirements and access to assign and change credit values, requiring additional training and/or experience.Essential Duties/Major Responsibilities:
1.Performs student support services to support departmental operations, including processing transcripts, researching and verifying residency status, updating student records, and registering students.
2.Answers questions from students and visitors regarding registration, admissions, and student records policies and procedures of the District.
3.Processes official and unofficial transcripts, including receiving and sending out transcripts to students or requestors; researches and resolves issues with transcript requests and student holds; ensures requests are processed in a timely and accurate manner. May collect payments, and deliver deposits.
4.Reviews transcripts and applies pre-approved articulation agreements for course eligibility and prerequisite overrides.
5.Maintains and updates student records database.
6.Coordinates organizing, sorting, and categorizing of documents into the imaging system; provides training and direction to student workers.
7.Assists students with registration process, including online accounts and applications and late adds and reinstatements.
8.Processes residency reclassification requests and nonresident tuition exemption requests; ensures appropriate documentation and updates student records.
9.Maintains accurate and detailed spreadsheets, files, and records, verifies accuracy of information, researches discrepancies, and records information.
10.Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
11.Prepares, copies, collates, and distributes a variety of documents; ensures proper filing of copies in departmental or central files.
12.Screens calls, visitors, and incoming mail; assists students and visitors at front counter and directs to appropriate locations and/or staff; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints.
13.Composes, types, formats, and proofreads a variety of routine letters and documents.
14.Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
Performs other related duties as assigned.Knowledge Of:
1.Student admissions and records rules, processes, and procedures of a college.
2.Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications.
3.Record keeping principles and procedures.
4.Principles, practices, and techniques of effectively dealing with the public and basic public relations.
5.English usage, spelling, vocabulary, grammar, and punctuation.
6.Techniques for providing a high level of customer service by effectively dealing with the public, students, and District staff, including individuals of various ages, disabilities, various socio-economic and ethnic groups.
1.Learn, apply, and explain the admissions and records rules and procedures of the District.
2.Provide information and assistance to students and staff.
3.Maintain records and prepare reports.
4.Learn, interpret, and apply Federal, State, and local, administrative, and departmental laws, codes, regulations, policies, and procedures.
5.Prepare basic correspondence and other written materials.
6.Respond to and effectively prioritize multiple phone calls and other requests for service.
7.Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
8.Establish and maintain a variety of filing, record keeping, and tracking systems.
9.Organize own work, set priorities, and meet critical time deadlines.
10.Operate modern office equipment including computer equipment and specialized software applications programs.
11.Use English effectively to communicate in person, over the telephone, and in writing.
12.Understand scope of authority in making independent decisions.
13.Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
14.Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Equivalent to an Associate’s degree from a regionally accredited college and one (1) full-time equivalent year of general office clerical experience, preferably in an admissions and records office.Equivalencies: Preferred Qualifications:
Fluency in Spanish, Chinese, Arabic, Korean, or Vietnamese is preferred.License(s) & Other Requirements:
The incumbent may periodically be required to travel to a variety of locations. If operating a vehicle, employees must have the ability to secure and maintain a valid California driver’s license.Examination Requirements: Working Environment:
Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff, students, and/or the public in interpreting and enforcing departmental policies and procedures.Physical Demands:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Incumbents in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.Hazards: Conditions of Employment:
Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.
Notice to all prospective employees – The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.
As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: http://www.mtsac.edu/safety/pdf/ASR_2017.pdf
The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.Typing Certificate Requirements: Special Notes:
Please note: A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: [email protected].
DO NOT include photographs or any personal information (e.g. D.O.B, place of birth, etc.) on your application or supporting documents.
TRAVEL POLICY: Costs associated with travel in excess of 150 miles one way from residence for the purpose of an interview will be reimbursed up to a $500 maximum (per position recruitment). Relocation costs will be borne by the successful candidate. Travel reimbursement claims must be submitted no later than 30 days following the interview date.
THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.Foreign Transcripts:
Foreign Transcripts: Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.Inquiries/Contact:
Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: [email protected].Selection Procedure:
A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.
Interviews may include a writing sample, committee presentation, and/or performance test. The start date will be following Board approval and receipt of live scan clearance.Special Instructions to Applicants:
To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at http://hrjobs.mtsac.edu to complete and submit your application for this position.
Letters of Recommendation
Confidential letters of recommendation are not accepted for this position. All letters of recommendation must be uploaded to the application.
The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.Conflict of Interest
Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio College’s Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).Cancel RTF Policy:
We reserve the right to reopen, re-advertise, delay, or cancel filling this position.Quick Link http://hrjobs.mtsac.edu/postings/5709 Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.
- I understand this statement
- * Incomplete applications packets will not be considered. Stating “see resume” on your application will be considered an incomplete response.
- I understand this statement
- * Evidence of minimum qualifications must be established in the online application form. Supporting documents such as cover letter, resume, etc. will not be used for the purpose of determining minimum qualifications.
- I understand this statement
- * Letters of recommendation including confidential letters of recommendation must be received prior to the initial screening date deadline in order for the application to be guaranteed consideration. Applications submitted without letters of recommendation (if required) will be considered incomplete.
- I understand this statement.
- Cover Letter
- Resume/Curriculum Vitae
- Letter of Recommendation 1
- Letter of Recommendation 2
- Transcripts to Meet Required Qualifications
- Other Document 1
- Other Document 2
- Other Document 3