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Admissions and Records Specialist - Madera Community College Only

State Center Community College District
$58,587.00 - $72,056.00 Annually

Job Details

Admissions and Records Specialist - Madera Community College Only

Salary: $58,587.00 - $72,056.00 Annually
Location: Madera Community College, CA
Job Type: Permanent
Division: MCC VP of Student Services
Job Number: 2023006
Closing: 2/23/2023 11:59 PM Pacific

Classified Staff
Contact: Personnel Commission
Phone number 559-243-7100
Email: [email protected].

General Purpose

Under general supervision, performs complex and technical duties in support of official student recordkeeping related to admissions, residency and student academic records; performs complex data entry, tracking and reporting processes; oversees petitions process and resolves student enrollment issues and discrepancies in student records; performs registration and enrollment duties for nonstandard programs requiring manual processes; provides lead-level direction to lower-level Admissions and Records employees; and performs related duties as assigned.

Essential Duties & Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
  • Provides input in selecting, training and providing day-to-day lead work guidance and direction to other staff; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
  • Provides input to supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values.
  • Serves as lead technical Admissions & Records resource, coordinating the day-to-day functions of the front counter and back office operations; assists in coordination of the enrollment and registration processes in the office and as part of outreach to various high schools and campus locations; provides recommendations on policy, process and procedures enhancements.
  • Provides technical assistance and guidance to students, staff, counselors, faculty and administrators in the interpretation, clarification and application of District and California Education Code regulations and Admissions & Records guidelines, procedures and policies including enrollment, course registration, graduation and academic transfer policies, requirements and procedures.
  • Researches, reviews, processes and/or approves a variety of student petitions including residency, course eligibility, fee modifications and waivers and changes in academic records.
  • Performs bulk registration from departments including dual enrollment, cohort and other programmatic enrollments and registration processes.
  • Codes, enters and creates rosters for instructors; oversees and participates in roster reconciliation and distribution process; researches and resolves course enrollment related issues with instructors; verifies and enters grades; makes or authorizes corrections to student records as required.
  • Maintains and assists with audit and reconciliation of all student supporting documentation to meet retention and audit requirements; rotates records and schedules records for destruction as needed following established District policies and procedures; maintains and ensure the confidentiality of all student documents and records in accordance with the Family Educational Rights and Privacy Act and established District policies and procedures.
  • As assigned, accepts payments and cash receipts for parking, child care, tuition and other payments; closes and balances cash drawer; issues student identification cards.
  • Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.

  • Reviews student records and provides information to evaluators and counselors as requested.
  • Serves as technical liaison to departments and the Office of Instruction when problems arise due to prerequisite setup and course enrollment.
  • May be assigned to perform international student admissions services in accordance with District and Department of Homeland Security regulations.
  • May be assigned to act as School Certifying Official (SCO) in accordance with the U.S. Department of Veterans Affairs School Certifying Official Handbook; reviews and determines benefit eligibility status; enters data into VA records and databases; consults with VA officials and other certifying officials on a variety of matters.
  • May provide administrative support to committees and other divisional meetings; participates in the preparation of the agenda, presentations and meeting packets; takes meeting notes and prepares minutes.
  • Performs related duties as assigned.

Employment Standards / Minimum Qualifications


Knowledge of:
  • Customer service practices and telephone etiquette.
  • District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
  • State college and university general education requirements; community college course credit evaluation policies and procedures; curriculum, graduation and transfer requirements.
  • Policies, procedures, goals and objectives of a college admissions and records department.
  • Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
  • Research methods and procedures applicable to academic records.
  • The Family Educational Rights and Privacy Act and other District, state and federal laws, rules, regulations and policies governing student admissions and records.
  • Applicable sections of the California Education Code.
  • Safety policies and work practices applicable to the work being performed.
  • Basic principles and practices of employee work guidance and direction.
  • Personnel Commission Rules, Administrative Regulations, Human Resources procedures and collective bargaining agreements.
  • Uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications.

Skills and Abilities to:
  • Assign and inspect the work of other admissions and records staff.
  • Interpret, explain and apply complex legal mandates, regulations, guidelines, policies and procedures applicable to assigned responsibilities with consistency and a high degree of accuracy.
  • Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures.
  • Maintain confidentiality of District and student files and records.
  • Set priorities and exercise sound judgment within areas of responsibility.
  • Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures.
  • Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
  • Communicate effectively, both orally and in writing.
  • Understand and follow written and oral instructions.
  • Operate a computer and use standard business software.
  • Exercise tact and diplomacy in dealing with sensitive, complex and confidential student situations.
  • Establish and maintain effective working relationships with all those encountered in the course of work.


Graduation from high school or GED equivalent, and at least four years of progressively responsible experience involving admissions, enrollment and student records; or an equivalent combination of training and experience.


Certain assignments may require a valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.

If assigned and required to process admissions of international students, must be a U.S. citizen or lawful permanent resident of the United States and must complete Designated School Official (DSO) training within three months of appointment and maintain certification as a condition of employment.

If assigned and required to process admissions of students under Veterans Administration programs, must either be a U.S. Citizen or a U.S. Lawful Permanent Resident as required for Designated School Officials per 8 C.F.R. §214.3(l)(1)(i). Must obtain and maintain Veterans Administration School Certifying Official (SCO) certification.

If assigned and required to process admissions of students regarding athletic eligibility, must pass the Athletic Eligibility Compliance examination.


The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms; Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.


The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees work under typical office conditions subject to frequent public contact and interruption; and intermittent exposure to individuals acting in a disagreeable fashion.

The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.

Assessment Process

APPLICATION SUBMISSIONTo move forward in the selection process, you must complete an online application through our web site at Please attach to your application a copy of your transcripts (including when degree[s] was awarded) or your application may be considered incomplete. Resumes may also be uploaded but cannot be used in lieu of a completed 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 your documents for you. The State Center Community College District does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

The application review process includes an evaluation of training and experience based on given application information and answers to supplemental questionnaire. 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 (60% weight) and an oral interview assessment (40% weight). Of those achieving a passing score on the competency assessment, only the most qualified candidates will be invited to the oral interview assessment. The passing score is 75% out of 100% on each assessment section.

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.

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

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 is an Equal Employment 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.

To apply, visit

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State Center Community College District (SCCCD) was formed in 1964 when it assumed control of Fresno City College and Reedley College. SCCCD serves approximately one million people and 18 unified and high school districts in more than 5,500 square miles of urban and rural territory, including most of Fresno and Madera counties and portions of Kings and Tulare counties. SCCCD is governed by a seven-member board of trustees who represent seven trustee areas. Total district enrollment for the fall semester 2012 is over 34,000 students. SCCCD is a merit system district with over 2,300 faculty and classified staff represented by the California School Employees Association (CSEA) and the American Federation of Teachers (AFT). The total operating budget for SCCCD in 2012-13 is $168 million. 

Fresno City College, established in 1910, enrolls in excess of 22,000 students and offers more than 100 associate of arts and science degree programs and 60 certificate of achievement programs in vocational/occupational areas. Reedley College, established in 1926, is located in Reedley (approximately 25 miles southeast of Fresno) and enrolls approximately 6,200 students in a variety of courses and degree programs in occupational education and the arts and sciences. SCCCD operates three educational centers with a combined enrollment of approximately 8,300 students. The Willow International, Madera and Oakhurst centers offer programs in general education for transfer and two-year degrees. In addition, the district offers occupational and technical training at its Career and Technology Center and the Training Institute.

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