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Admissions and Records Assistant II

Chabot-Las Positas Community College District
Chabot College, 25555 Hesperian Blvd., Hayward, CA 94545

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Administrative Jobs
Institutional & Business Affairs, Admissions & Enrollment
Employment Type
Full Time
Institution Type
Community College
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Job Details

Job Title:

Admissions and Records Assistant II

Position Type:


Position Code:




Pay Rate (or Annual Salary):


Job Location:

Chabot College, 25555 Hesperian Blvd., Hayward, CA 94545


Admissions and Records

Job Summary:

The Chabot College Community

Chabot College is committed to educational equity in its academic programs and college services so that students may achieve their personal, educational, and career goals. Our equity work today builds upon a strong history: the Puente and Umoja (formerly Daraja) learning communities, now models which have been replicated across the state, were created at Chabot College. These programs have paved the way for a series of additional educational and student support programs intentionally focused on equity that thrive at Chabot College today. Chabot College is located in Hayward, California, the third most diverse city in the United States. We serve a highly diverse student population and are proud to be designated as a Hispanic Serving Institution. Information about the demographics of our campus community can be found here (

Serving our diverse community requires a culturally-responsive approach that recognizes the myriad strengths and assets that our students bring to the campus community. We do so by promoting a classroom and co-curricular learning environment that is inclusive, collaborative, engaging, and challenging, and where respect, dignity, and integrity are core values. We see students as producers of knowledge, not just consumers of knowledge. We work to reframe inequities as a problem of practice, and view the elimination of inequities as an individual and institutional responsibility.

Joining Our College Community

We seek equity-minded applicants who demonstrate they understand the benefits diversity brings to an educational community. We look for applicants who:

1. Accept their shared role and responsibility in addressing opportunity and achievement gaps experienced by students
2. Value and intentionally promote diversity and consciousness of difference
3. Empower the underrepresented and underserved
4. Demonstrate cultural competence and cultural humility
5. Have experience and success in closing student equity gaps and engaging in equitable practices, or are knowledgeable and enthusiastic about implementing practices that achieve these goals
6. Believe that all people have the right to an education and work environment free from fear, harassment, or discrimination
7. Are dedicated to addressing issues of social justice
8. Actively seek to disrupt institutional and/or systemic barriers that adversely impact historically marginalized communities
9. Foster students’ potential to become global citizens and socially responsible leaders

The Chabot-Las Positas Community College District is seeking an Admissions & Records Assistant II for Chabot College in Hayward, California.


Under general supervision, performs a variety tasks involved in the conduct of student admission and registration activities and in the preparation and maintenance of student records; provide a variety of information and assistance to students, the public, and staff concerning admissions, registration and student records policies and procedures; and perform a variety of clerical and technical duties involved in the operation of the Admissions and Records Office.


Admissions & Records Assistant I – Employees at this level are not expected to function with the same amount of program knowledge or skill level as employees allocated to the Admissions & Records Assistant II level and exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Admissions & Records Assistant II – Work at this level is distinguished from the Admissions & Records Assistant I by the level of complexity and the degree of independence and judgment with which the employee is expected to perform. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

This is a grant/categorically funded position. Continuation of this position is contingent upon available funding on a year to year basis.

Representative Duties:

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

1. Receive and review admission applications for completeness and accuracy; verify and determine residency status; register and enroll students into classes using the on-line computer system and collect appropriate fees; assist students with registration problems via the CLASS-Web.

2. Calculate tuition and other fees according to established guidelines; verify money received and reconcile balances to operator transaction summary reports, making corrections as needed; prepare daily money for deposit.

3. Prepare “daily summary report” to be sent to District Business Office along with deposit slips for cash, checks, and charge card receipts; ensure the daily fees collected are reconciled with the data provided on the Banner summary reports.

4. Provide general and specific information regarding a wide variety of admissions and records policies and procedures to students, staff, faculty and the public in writing, by phone, e-mail, or at the counter; distribute forms, petitions, transcript requests, and other forms as required.

5. Prepare, post, and maintain accurate and current files of individual student records and supporting materials that include grades, courses, and other data on student performance and personal information.

6. Distribute, receive, and process attendance and grade sheets; review materials to assure proper completion; process grade changes on student’s permanent record; adjust cumulative totals and academic standing to reflect grade changes or repeated courses.

7. Receive, examine, and process transcript requests from students, outside colleges, and other agencies; provide updated change in status on transcripts as appropriate; calculate fees and receive monies for payment of transcripts.

8. Assist students, faculty and other departments by phone, e-mail, or in-person with problems, procedures and general information pertaining to registration, enrollment and attendance accounting problems.

9. Type lists, cards, addresses, labels, and standard forms; prepare or type correspondence or reports using typewriter or computer terminal; proofread and/or correct material for completeness and

10. Participate in all other admissions, registration and records maintenance activities; provide clerical relief and support to other campus operations when assigned.

11. Operate and use a variety of office equipment including computers and specialized admissions and records software applications including enrollment software.

12. Participate in implementing new third party systems as necessary.

13. Provide assistance in training of hourly personnel.

14. Provide support services for special programs and off-campus Admissions and
Records operations.

15. Perform related duties as required.

Minimum Education and Experience:

Any combination of the following would provide a typical way to obtain the required knowledge and abilities.

Admissions & Records Assistant II

Equivalent to the completion of the twelfth grade supplemented by college level course work.

Two years of increasingly responsible office experience comparable to the Admissions & Records Assistant I, including one year in a college admissions & records office.

Minimum Qualifications:

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

1. Operations and procedures of a college admissions and records office.

2. Applicable sections of State Education Code and other rules and regulations relative to the area of assignment.

3. Technical aspects of field of specialty such as residency, transcripts or continuing education.

4. Office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets and databases.

5. Specialized admissions and records software applications including enrollment software.

6. Principles and practices of record keeping and filing.

7. Interpersonal skills using tact, patience and courtesy.

8. Correct English usage, grammar, spelling, punctuation and vocabulary.

9. Oral and written communication skills.

Ability to:

1. Perform a variety of duties involved with student registration and records.

2. Develop, prepare, audit, and maintain accurate and complete records, reports, and files.

3. Perform specialized clerical and technical duties related to admissions and records services.

4. Interpret, apply and explain applicable rules, regulations, policies and procedures within the area of assignment.

5. Operate office equipment including computers and supporting word processing, spreadsheet and database applications.

6. Learn, understand, and use specialized admission and records software applications including enrollment software.

7. Adapt to changing technologies and learn functionality of new equipment and systems.

8. Review documents for accuracy, completeness and compliance with required procedures and regulations.

9. Schedule and prioritize work while working with frequent interruptions.

10. Type or enter data at a speed necessary for successful job performance.

11. Use correct English grammar, punctuation, and spelling.

12. Understand and follow verbal and
written instructions.

13. Receive the public in person and over the phone.

14. Perform mathematical computations.

15. Communicate clearly and concisely, both orally and in writing.

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

17. Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.

Job Work Schedule:

40 hours/week, Monday, Tuesday, Thursday and Friday 8:30 a.m. – 5:30 p.m., Wednesday 10:30 a.m. – 7:30 p.m.; , hours may vary depending on department needs, occasional evening and weekends required as needed, 12 months/year.

Physical Demands and Working Environment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with frequent student and public contact.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

EEO Statement:

It is the policy of this District to provide equal opportunity in all areas of
employment practices and to assure that there shall be no discrimination against
any person on the basis of sex, ancestry, age, marital status, race, religious
creed, mental disability, medical condition (including HIV and AIDS), color,
national origin, physical disability, family or sexual preference status and other
similar factors in compliance with Title IX, Sections 503 and 504 of the
Rehabilitation Act, other federal and state non-discrimination regulations, and its
own statements of philosophy of objectives. The District encourages the filing of
applications by both sexes, ethnic minorities, and the disabled.

Posting Number:


Open Date:


Close Date:


Open Until Filled:


Notification to Applicants:

The Chabot-Las Positas Community College District reserves the right to close or not fill any advertised position

Instructions for Personal Qualifications Statement:

The purpose of the personal qualifications statement is for you to provide information on how your education and experience relate to the requirements and duties of the position. There is no form to complete. Applicants are requested to provide their personal qualifications statement by uploading a document, the same way as you do for your cover letter.


Working at Chabot-Las Positas Community College District

Chabot and Las Positas Colleges both aim to provide an educational foundation for transfer to the four-year college/university, career and technical education (CTE) certificates, and life-long learning opportunities. The combined student population of more than 29,000 students includes those from throughout the Bay Area, and Central Valley, as well as from other states and more than 40 foreign countries.

• Educational Excellence forms the foundation of our district and governs the planning, implementation, and evaluation of everything we do

• Curriculum Relevancy ensures that our students benefit from the latest and most innovative curriculum available; this requires constant, active improvement

• Community Collaboration with local business, government, educational institutions, civic organizations, community groups, science, and industry partners results in a team effort to provide educational opportunities that best serve our students and our community

• The Chabot-Las Positas Community College District (CLPCCD) celebrates more than 50 years of educating the San Francisco East Bay

• CLPCCD adds approximately $508.9 million in annual income to its East Bay service area

Chabot College has delivered education opportunity to our communities through excellent transfer, degree, career technical and lifelong learning programs. Chabot is the birthplace of model support services such as the Puente, Daraja, and Early Childhood Mentor-Teacher Programs. Ours is a story of student success and a democratic commitment to equal access to excellence in education for all.

Puente Project

A highly-acclaimed program founded at Chabot College in 1981 which explores the Mexican American/Latino experience and has served thousands of California students. Community colleges with Puente programs transfer 44 percent more Latino students to the University of California than colleges without Puente.

DARAJA Project

Offers academic support services and a curriculum focused on African-American literature, history, and issues. Daraja students do better in school and transfer to four-year universities at a higher rate.

Las Positas’ rich course offerings prepare students for degree and certificate completion, transfer to a four-year university, basic skills for success in college, and job retraining. Students are also able to study in career programs designed by the faculty and the community to meet local workforce demands.

Engineering Tech Partnership

Lawrence Livermore National Laboratory (LLNL), Alameda County Workforce Investment Board (WIB) and Las Positas College (LPC) established a 24-month academic program to provide a technical education and hands-on training for veterans. The new Engineering Technology Program at Las Positas is designed to help veterans develop the skills and training needed for engineering technician careers and establishes a pipeline of qualified candidates for LLNL and other Bay Area employers such as NASA and Sandia and Lawrence Berkeley national laboratories.

Viticulture and Business Program

The college’s award-winning Viticulture and Winery Technology Program partners with the historic and thriving Livermore Valley wine industry. The Business Program, the college’s most popular major, provides training for area businesses, including an industry-specific Retail Management Program, and sponsors a Business and Entrepreneurship Speaker Series.

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