Lead Admissions and Records Assistant

Briones, Contra Costa County / Martinez, Contra Costa County / Pacheco, Contra Costa County
Mar 25, 2014

Contra Costa Community College District

Lead Admissions and Records Assistant

Recruitment Type:
Open (Internal and External applicants)

Special Instructions to Applicants

http://www.4cd.edu/career/docs/typing test.pdf

Note: New employees will be placed at the first step which is $3,945 per month. Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on an annual basis, until the maximum step of $4,806 per month is reached on the salary schedule.

Posting Number

# of Openings


$3,945 per month (first step)

Position Status

Overtime Status
Non-Exempt (eligible)


If temporary, employment duration:

# of Hours Scheduled Per Week

Work Schedule By Day and Work Hours
Monday – Thursday

7:45 a.m. – 6:45 p.m.

Shift Differential %

# of Months

Furlough Dates

EEO Job Category

Employee Group

Position Definition
To provide assistance to the Director of Admissions and Records in the coordination of office activities, to perform complex tasks and provide lead technical and functional supervision involving the day-to-day operations of the Admissions and Records Office, to implement office policies and procedures, and to do related work as required.

Distinguishing Characteristics
This is the lead level in the Admissions and Records family class. The incumbent will help train and coordinate Admissions and Records personnel. An incumbent in this class serves as an assistant to the Director of Admissions and Records and provides on-going technical and functional lead supervision to the office staff.

Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following: assist the Admissions and Records Director in the coordination of office activities. Perform technical work, including registration set-up and coding and auditing materials for input to the data processing system. Provide information to students and faculty regarding registrations and enrollment processes, grades, class schedules, and admissions and records policies and procedures. Interprets and provides information on routine policies and procedures pertaining to admissions and records. Receive money in payment of registration fees; balance cash boxes and verify receipts; assist in the coordination of student fee collection. Train staff to perform technical procedures related to the Admissions and Records office, schedule work assignments for student assistants; oversees the inputting and extracting of information from an on-line data processing terminal system; maintain appropriate inventories of supplies, oversees the checking of athletic eligibility; the processing of Veterans Administration assistance records. All duties performed by transcript audit specialist personnel. Perform related duties as assigned.

Minimum Qualification-Education/Experience
Any combination of experience and training that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowedge and skills would be: education: equivalent to completion of the twelfth grade including or supplemented by courses in supervision. Experience: at least three years of experience in a college admissions and registration office equivalent to the Senior Admissions and Records Assistant, and at least one year of experience in technical and functional supervision.

Minimum Qualification-Knowledge Of
General principles of records management. Data system operations, including program content as it relates to registration and admissions. Operations, procedures, specific rules and precedents of the Admissions and Records Office. Principles of training and supervision. Interpretation and evaluation of student records.

Minimum Qualification-Skill To
Plan, train, and direct the work of others. Communicate clearly and concisely, both orally and in writing. Perform technical duties of admissions and registration. Type at a speed of not less than 40 net words per minute from clear, legible copy. Operate a computer terminal efficiently. Prepare and maintain accurate and complete records and reports. Interpret and apply the rules, regulations, and policies governing registration and admissions work. Establish and maintain effective work relationships with those contacted in the performance of required duties. Learn duties performed by Transcript Audit Specialist.

Desirable Qualifications
Experience evaluating transcripts and equating equivalencies for degree and transfer requirements.
Experience researching Education Code, California Title 5 regulations and other regulations as they pertain to Admissions and Records policies and procedures.
Demonstrated ability to determine priorities and handle multiple projects and assignments independently as well as part of a team.
Ability to train others in policies, processes and procedures with a strong underlying commitment to the principle of continuous improvement.
Demonstrated ability to trouble shoot complex issues and work collaboratively with faulty staff and students in the process.
Interest or experience in participating in unit, campus and/or college committees and/or work groups.

Job Open Date:

Job Close Date:

Open Until Filled

Diversity Statement
The Contra Costa Community College District does not discriminate against any applicant for employment on the basis of race, religion, color, national origin, ancestry, physical or mental disability, medical condition, marital status, age, sex, or sexual orientation. This prohibition against unlawful discrimination extends to any person who is perceived to have any of the above characteristics or who is associated with someone who has, or who is perceived to have, any of those characteristics.

About Us
About the District

Contra Costa Community College District (CCCCD) is located in Contra Costa County in the beautiful and diverse San Francisco East Bay area. Contra Costa County has approximately one million residents, living within 720 square miles. The county is diverse in business, population, and wealth.

CCCCD first opened its doors in 1949. It is the second oldest and eighth largest multi-college community college district in California. The county population is served by Contra Costa College in San Pablo, Diablo Valley College in Pleasant Hill, Los Medanos College in Pittsburg, in addition to the Brentwood Center, and San Ramon Campus. The District Office located in downtown Martinez, supports the mission and functions of the colleges.

Contra Costa College

Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 59 years. Most of the 8,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.

Diablo Valley College

Diablo Valley College is a large suburban community college, approximately 25 miles east of San Francisco in Contra Costa County. One of three colleges in the Contra Costa Community College District, DVC enrolls approximately 20,000 students, about 40% who come from groups historically underrepresented in higher education. DVC ranks consistently as one of the most successful transfer institutions in California and also offers a wide range of highly respected occupational programs leading to certificates or degrees. The faculty is known for its intellectual vitality and deep commitment to the success of its students.

Los Medanos College

Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.

Employee Benefits:
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System) with a 2% 55 formula. Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System (2% at 50).

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Agency Shop: Local One Classified positions are within a collective bargaining unit. Local One employees are required to join the union or pay an equivalent service fee. This is a one-time initiation fee of $45.00 and monthly contributions of 1% of gross pay + $1. The United Faculty positions are also within a collective bargaining unit. United Faculty employees are required to join the union or pay an equivalent service fee. The monthly contribution is an agency fee of .55 % of gross pay + $2.50.

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract(Article 20-Benefits): http://www.4cd.edu/hr/LocalOneContract/L-1%20Contract%20Extended%202010-2013.pdf

Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits): http://www.4cd.edu/gb/policies_procedures/MANUALS/MSC_08.pdf

Job Open Date

To apply, visit: https://www.4cdcareers.net/postings/1993