Admissions & Records Technician II (Transcript Evaluator)

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Admissions & Records Technician II (Transcript Evaluator)

Salary

$44,076.00 - $53,736.00 Annually

Location

Huntington Beach, CA

Job Type

Classified Staff

Job Number

G-003-18

Division

Golden West College

Opening Date

06/08/2017

Closing Date

6/22/2017 11:59 PM Pacific

Definition

Under the general supervision of the Director of Admissions & Records, to utilize independent judgment and initiative in performing diversified functions in support of the overall admissions and records operations.

CLASS SERIES:
The Admissions & Records Technician II performs more diversified functions with delegated responsibility for specific admissions and records activities. Positions in this class require experience in admissions and records and the ability to operate using independent judgment and initiative to interpret state and federal laws and guidelines.  The Admissions & Records Technician II is also responsible for providing students, faculty, and other staff members with information about registration, admissions, and student records, in accordance with District policies and state and federal guidelines. Technicians are expected to become familiar with general duties, specific departmental duties, and other department functions.

EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

  1. Perform a broad range of admissions and record functions in the areas of admissions & student records.
  2. Participate in activities such as transcript evaluations, faculty roster scheduling, residency determination, veteran's certification, specialized registration activities, and various admissions and records functions.
  3. Communicate with other colleges and respond to questions or issues regarding assigned activities from students, faculty and staff.
  4. Coordinate and distribute information to various offices and personnel and other related materials; perform data entry.
  5. Interpret and apply policies and regulations that pertain to admissions and records.
  6. Maintain accurate files and documentation in accordance with state and federal regulations including applications, residency information, veteran's DD-214 and certification paperwork, rosters, grade change and incomplete grade cards, and various other documentation.
  7. Participate in the preparation, maintenance, and distribution of various forms and instructions with regards to the areas of assignment.
  8. Respond to questions from other employees, students, and faculty and refer as necessary.
  9. Operate a computer for data entry and use a variety of computer applications for word processing, record keeping and reporting, email correspondence, and spreadsheet preparation.
  10. Compile data and prepare basic statistical reports as directed.
  11. Receive and answer inquiries regarding admissions and records functions and independently prepare correspondence in response to routine matters.
  12. Operate a variety of modern office equipment including a computer, copy machine, fax machine, calculator, microfilm, and optical imaging system.
  13. Apprise supervisor of unusual requests and/or exceptions to procedures regarding assigned area of responsibility.
  14. Research document and/or institutional errors and initiate appropriate corrective action.
  15. Participate in special projects as requested and attend meetings as assigned.
  16. Perform other related duties as assigned.

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS:

Knowledge of:

  1. Methods, practices, terminology, and procedures used in admissions and records.
  2. State and Federal laws, codes, and regulations concerning admissions and record functions.
  3. Interpersonal skills using diplomacy, tact, and patience.
  4. Recordkeeping techniques.
  5. Modern office practices, procedures, and equipment.
  6. A variety of computer applications for word processing, database management, email correspondence, and spreadsheet programs.
Ability to:
  1. Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high-quality services.
  2. Demonstrate clear evidence of sensitivity to an understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.
  3. Perform diversified functions in support of the overall admissions and records functions, including admissions, records, and registration activities.
  4. Prepare and maintain reports.
  5. Assure compliance with District, State and Federal regulations and laws regarding admissions and records functions, including Title V Administrative Code, the Attendance Accounting Manual, the California Education Code, and FERPA law.
  6. Learn, apply, and explain rules, regulations, policies and procedures of assigned areas of responsibility, including District/College organization, operation, and objectives.
  7. Analyze situations accurately and adopt an effective course of action.
  8. Provide information and assistance to employees, students, and faculty.
  9. Provide high quality customer service to students, faculty, and staff.
  10. Update and maintain a wide variety of files and records, including confidential materials.
  11. Type and perform data entry accurately at an acceptable rate of speed.
  12. Operate a variety of modern office equipment including a computer, copy machine, fax machine, calculator, microfilm, and optical imaging system.
  13. Distribute forms and review for completion and compliance with requirements and deadlines.
  14. Plan and organize work to meet schedules and timelines.
  15. Establish and maintain cooperative and effective working relationships with others.
Education and Experience:
  1. At least three years of responsible clerical experience, preferably including at least one year in admissions or records.
  2. Or, any combination of education and experience that would provide the required equivalent qualifications.
 
DESIRABLE QUALIFICATIONS:
  1. Bilingual ability.

Conditions of Employment

This is a full-time, categorically-funded, 12-month per year classified position. The District reserves the right to extend, modify, or eliminate this position based upon available funds. The normal hours of work will be 9:00am to 6:00pm, Monday through Friday, with some flexibility required to meet 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.
PAY PHILOSOPHY: Starting salaries for support staff positions begin at Step-1 of the salary range. All movement on the salary schedule will occur July 1 of each year for all classified employees.

Additional Information

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716.

APPLICATION REQUIREMENTS:  To be considered for this opportunity, you must submit a COMPLETE application packet. A complete application packet includes:

  1. A complete Coast Community College District Online Employment Application.
  2. A current resume (uploaded as a separate attachment - PDF recommended).
  3. A cover letter (uploaded as a separate attachment - PDF recommended).
  4. Answers to all supplemental questions (please provide clear and detailed responses as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume" or "N/A").
Submission of all required application information and materials is the responsibility of the applicant.

APPLICATION PROCEDURES:
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 or (714) 438-4716.

Information for TDD users is available by calling (714) 438-4755.
 
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. All application materials become the property of the Coast Community College District and will NOT be copied or returned. 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.

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.

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.

SELECTION PROCEDURES:
  1. 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.
  2. 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 required that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
  3. 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.
WORK ENVIRONMENT AND PHYSICAL DEMANDS:
  1. Incumbent must be able to meet and perform the physical requirements of the position which may include sitting or standing for prolonged periods of time.
  2. The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  3. The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
  4. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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.

Comprehensive Medical, Dental and Vision
We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's PPO plan as well as two HMO's, United Health Care and Kaiser Permanente. We also provide District-paid dental and vision insurance. 

Benefits are available to regular permanent employees working 20 or more hours per week.  Benefits are not available to temporary or short term employees.

District-paid Life Insurance
The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by ING. This District-paid benefit is equal to one time your annual salary and remains in effect until age 70.

District-paid Disability Benefits
Coast provides both short and long term disability benefits for eligible employees unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans
A variety of voluntary plans are offered through the District to benefits-eligible employees such as Long Term Care, Hyatt Legal, and Section 125 compliant flexible spending accounts.

Enrich Your Profession
Professional Development Programs
The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves
Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Academic Senate
The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.

Time to Refuel
Vacation
Classified, contract staff earn vacation days commensurate with years of service. Classified Management and Administrators earn 22 days vacation per year.

Sick Leave
All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your PERS and STRS retiree benefit.

Holidays
The District observes 21 paid holidays per year.

Jury Duty, Bereavement, Military Leave
Coast grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations
Pension Plans
The District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.
Additionally, it is the policy of the Coast Community College District that contract employees who retire from the District with ten or more years of service be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement or GAP plan  is available to retirees and their spouses after age 70.

Annuities
The District maintains a program whereby qualified employees may request through Payroll to have a portion of his or her salary deposited under a tax sheltered annuity plan or an approved deferred compensation plan.

Schools First Federal Credit Union
The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.

01
I understand that a COMPLETE application packet is required for consideration, which includes the following: 1. A completed Coast Community College District Online Employment Application 2. A current resume (uploaded as a separate attachment - PDF recommended) 3. A cover letter (uploaded as a separate attachment - PDF recommended) 4. Clear and detailed responses to all supplemental questions (required for evaluation purposes)
  • Yes
  • No
02
Briefly describe your background and professional experiences that have prepared you for this position.
03
Please describe your most recent position and give specific examples of how the skills you have learned will contribute to your success in this position.
04
Describe your experience in using technology to collect, record, and maintain data.
05
The person who fills this position will be required to plan, organize and complete work independently in an environment with constant interruptions. Please describe any related experience you have had in your previous positions.
06
Please describe your experience working in a customer service environment.

Required Question

Agency
Coast Community College District
Address
1370 Adams Avenue

Costa Mesa, California, 92626
Phone
714-438-4668
714-438-4714
Website
http://www.cccd.edu
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