Admissions & Records Technician II - SSSP
Performs a variety of specialized technical and clerical tasks in connection with the admission, enrollment, records, academic progress success, and enrollment status. Serves as a technical resource for one or more designated customer service sections with Admissions and Records, providing support to any and all other sections.
Distinguishing Career Features
The Admissions and Records Technician II – SSSP represents the second level within an enrollment career path requiring demonstrated ability to serve as a technical subject matter specialist and perform in most admissions and records functions that include, but are not limited to admissions, registration, residency determination, student enrollment status, academic progress, transcript evaluation, Faculty Services and Veteran Services. Advancement to Technician Senior is based on need and attainment of a high level of expertise in transcript evaluation and audit, graduation determination, Faculty Services, Veterans Services, Admissions, Residency Determination of complex situations and Registration. In addition, Technician Senior requires the skills to run complex and technical processes in the Student Information System on a regularly scheduled basis.
Essential Duties and Responsibilities
Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:
The Admissions and Records Technician II serves as a subject matter specialist in one or more areas encompassing a portion of these duties, however is fully capable of performing all of the following:
- Provide technical information on issues pertaining to interpretation of admissions and student record guidelines and policies.
- Responds to inquiries pertaining to admission and enrollment requirements and procedures, including those from other Technicians requiring special knowledge.
- Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, admissions, registration, residency, student enrollment status, and fees.
- Participates in the activities connected with student applications and enrollment. Ensures that customer service stations are setup and can access on-line and manual database records and resources.
- Processes application forms by entering data onto a computerized student information system. Reviews student admissions applications for completeness and to determine questionnaires and correspondence to be sent to applicants. Prepares and distributes form letters used for admitting or welcoming new students.
- Assists with analyzing and evaluating residency documents submitted by students to evidence bona fide residence and authenticity. Determines residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances.
- Receives and evaluates official transcripts from other education institutions and verifies acceptable accreditation. Processes non-traditional credit requests. Processes pre-requisite clearances.
- Participates in reviews and evaluation of transcripts for general education certification and degree petitions.
- Provides counselors, academic advisors, and students with accurate and current information regarding the use and transferability of courses taken at other colleges and universities.
- Calculates incoming student cumulative data and grade point average, converting data to semester system if prior educational institution operated on a quarter-system.
- Processes late registration and enrollment changes, assuring accurate posting of student drops, enrollment changes, and fees collected or owed.
- Extracts and downloads information using standardized queries, to prepare reports and audit accuracy of student and academic data.
- Assists students in obtaining records and copies of transcripts. Mails copies of transcripts and verifications of enrollment as requested.
- Verifies class enrollment status for students and faculty members. Interacts with students, managers, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.
- May maintain records of student attendance, instructor drops, and grades. Issues and processes instructor records. Researches discrepancies and informs instructors of enrollment changes as needed.
- Evaluates, corrects, and updates student records in compliance with educational codes, identifies and updates student course repetitions; performs quality control to educational advising by analyzing potential discrepancies, omissions, or inconsistencies while evaluating degree petitions.
- May processes grade changes and petitions for academic renewal. Notifies student of approval/disapproval. Makes changes to student records.
- Apprise supervisor of unusual requests and/or exceptions to procedures regarding assigned area of responsibility.
- Serves as point of contact with students and prospective students for services provided by the department. May assist in representing the District at activities of local area high schools and/or other external agencies/organizations. Interacts with other District organizational units to provide students with a comprehensive enrollment package.
- Serves on, or supports committees to provide job related information, as assigned.
- Provides faculty members and other staff with pertinent information about and procedures for recording attendance and grades, class deadlines, etc.
- Receives, counts, and reconciles registration monies. Posts funds collected to appropriate accounts and categories. Verifies and reconciles revenue categories on cash summary reports, ensuring accuracy and detail for audit trail purposes.
- Adjusts student fee records based on class schedule changes. Responds to information by departments, external agencies, and organizations to keep them apprised of current college education expenses for their clients.
- Assists in reviewing applications and other information and certifies student enrollment status for VA benefits; helps students understand and navigate various education benefit options and provides necessary forms; reviews completed forms for accuracy and completeness; reviews and processes student certification, unit changes, and VA paperwork related educational benefits.
- Posts receipts to student financial records, prepares and creates invoices specific to individual students for unpaid balances audits and updates refund reports.
- Composes general office correspondence and performs other clerical services of a routine nature including, but not limited to filing, data entry, processing of departmental bulk mail, and completing forms.
- Maintains up-to-date knowledge of programs, services, policies and procedures for admissions, registration, and student records. Provides information to potential service users, including topics such as assessment, graduation, and transfer.
- Performs other duties as assigned that support the overall objective of the position.
Knowledge and Skills:
Requires in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and student record keeping. Requires working knowledge of the College's policies and procedures for at least these areas: registration, residency, maintaining instructor and student records, foreign students, student disciplinary, and legal processes. Requires a basic knowledge of U.S. Citizenship and Immigration Services regulations affecting students. Requires a working knowledge of major and course articulation and matriculation concepts. Requires a working knowledge of personal computer based software programs including but not limited to word processing, spreadsheet, presentation graphics, and special applications used by the organization unit. Requires the ability to enter and extract data and reports from student information systems. Requires knowledge of and skills in office methods and procedures, proper English language usage, grammar, syntax, composition, vocabulary, spelling and punctuation. Requires knowledge of basic bookkeeping practices and procedures, including cashiering. Requires sufficient math skills to perform business math computations. Requires sufficient customer service skills to use proper telephone etiquette, explain procedures to others, resolve conflicts, and portray a positive image of the District/College. VA regulations, rules and policies regarding educational benefits eligibility and certification, VA State Approving Agency regulations and associated practices, processes and procedures.
Requires the ability to perform assignments in any and all admissions and records processes and sub-processes. Requires the ability to learn and apply the most up-to-date regulations, policies, educational codes, and guidelines relating to admissions, registration, and student records. Requires the ability to work independently and collaboratively, prioritize workload, analyze problems and determine solutions. Requires the ability to compile and evaluate data, prepare reports, charts and graphs from standardized formats. Requires the ability to type/keyboard and use a mouse or other pointing device to operate a microcomputer, peripheral and common office equipment. Requires the ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously. Requires the ability to compose general and specialized office correspondence, type and keyboard at a rate sufficient to meet production requirements, analyze documentation in areas of assignment, and research and analyze technical information. Requires the ability to maintain accurate records, file and maintain filing systems, maintain confidentiality of private and/or sensitive information. Requires the ability to function as a cashier. Requires the ability to work cooperatively and productively with others.
Education and Experience:
The position requires a high school diploma and two years of progressively responsible experience in an admissions/student enrollment function. Associate's degree preferred. Or, any combination of education and experience which would provide the required equivalent qualifications for this position.
Licenses and Certificates:
May require a valid driver license.
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to sit at a workstation for extended periods of time and to stand upright and forward flexing, for intermittent periods of time. Requires the ability to interact with students at departmental service windows. Requires near visual acuity to write, read written materials and computer screens, and observe students at service windows in need of assistance. Requires sufficient hearing and speech ability for ordinary and telephonic conversations and to hear sound prompts from equipment. Requires sufficient hand-eye and finger dexterity to write, use a keyboard and pointing device. Requires the ability to reach to access files and move supplies and equipment in and out of storage areas. Requires sufficient hand-eye coordination to perform data entry at an advanced rate.
Work is performed indoors where minimal safety considerations exist.
Regular, full time, 12 month per year classified position. The normal hours of work will be Monday through Friday, scheduled between the hours of 8:00 a.m. to 7:00 p.m. based on the needs of the department. The effective date of employment will be arranged with the supervisor.
- Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
- 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 Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)
- The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees.
APPLICATION REQUIREMENTS: To be considered for employment you must submit a COMPLETE application packet. A complete application packet includes:
- A complete Coast Community College District Online Employment Application
- A current resume (as a separate attachment - PDF recommended)
- A cover letter outlining your education and experience relevant to this position (as a separate attachment - PDF recommended)
- Answers to all Supplemental Questions (clear, detailed responses recommended for evaluation purposes)
Submission of all required application information and materials is the responsibility of the applicant.
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting www.cccd.edu/employment. 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.
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.
Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.
Disability Accommodations: If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4716.
- All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
- Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is highly recommended that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
- If any travel is required for an applicant to participate in-person during the interview process, this will be done so at the candidate's own expense.
The Coast Community College District is a multi-college district that includes Coastline Community College, Golden West College, and Orange Coast College. The three colleges offer programs in transfer, general education, occupational/technical education, community services and student support services. Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.
Coast Community College District is an Equal Opportunity Employer
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.