Admissions and Records Technician II

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Admissions and Records Technician II

Salary

$49,018.00 - $66,085.00 Annually

Location

Costa Mesa, CA

Job Type

Classified Staff

Job Number

O-002-20

Division

Orange Coast College

Department

SS/Enrol/A&R & ET

Opening Date

11/19/2019

Closing Date

12/10/2019 11:59 PM Pacific

Definition

About Orange Coast College (OCC)
Orange Coast College's 164-acre campus is located in Costa Mesa just minutes from Southern California's beautiful beaches. Founded in 1947, with classes beginning in 1948, OCC has grown into one of the nation's largest -- and finest -- community colleges, enrolling more than 25,000 students each semester. OCC's has an unwavering commitment to equitable outcomes; inclusive practices; and rich racial, ethnic, and socioeconomic diversity. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. We currently enroll 21,498 students, the majority of whom are from racially minoritized populations: 35% of OCC's students are Latinx, 2% are African- American, 23% are Asian, less than 1% Native American, 31% are White, and 6% are multiracial. OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. Student-centered activities that support OCC's mission include campus-wide student success projects funded by the Office of Student Equity; partnerships with local Hispanic Serving four year institutions; active programs that work to improve the academic achievement of racially minoritized students, such as PUENTE and UMOJA; Extended Opportunity Programs and Services (EOPS) and Disabled Student Program and Services (DSPS).

Summary 
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: 

  • Receives and evaluates official transcripts from other educational 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. 
  • Provide technical information on issues pertaining to the 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 set up and can access on-line and manual database records and resources. 
  • Processes application forms by entering data onto a computerized student information system.  Review 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.  
  • 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 process grade changes and petitions for academic renewal. Notifies the student of approval/disapproval.  Makes changes to student records. 
  • Apprise supervisor of unusual requests and/or exceptions to procedures regarding the 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. 
  • Post 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.

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS

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.
 
Abilities:
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.

Physical Abilities:
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.

Working Conditions:
Work is performed indoors where minimal safety considerations exist.

Conditions of Employment

This is a temporary, full-time, categorically-funded, 12-months 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 9:00 am to 6:00 pm, Monday through Thursday and Friday 8:00 am to 5:00 pm, with the flexibility to work occasional weekends and evenings when necessary to meet the demands of the department. (Salary Schedule:  EE-114)

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.

The deadline to apply is 11:59 p.m., December 10, 2019. Application materials must be electronically submitted online at http://www.cccd.edu/employment. Incomplete applications and application materials submitted by mail will not be considered.

Additional Information

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by
visiting http://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.
 
Application Requirements:
To be considered for employment you must submit a complete application packet. A complete application packet includes:
  1. A complete online Classified/Management Employment Application.
  2. A current resume. (Attached as a separate document.)
  3. A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
  4. Answers to Supplemental Questions. (clear and detailed responses required 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", or leave blank).

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. 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. Please note: Possession of the minimum qualifications does not ensure an interview.
 
Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name.
 
Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4713.
 
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 a 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
Describe how your education and work experience have prepared you for the Admissions & Records Technician II position.
02
Please list the software applications and student information systems you are proficient in, give examples of how you have used them, and rate your level of technical experience from 1-5, with 1 being limited experience to 5 meaning extensive experience.
03
This position requires analyzing data for equivalency, data entry, and performing GPA calculations. What experience do you have performing these or similar tasks?
04
Give an example of a time when you provided excellent customer service.
05
Describe a time when you had to work with someone from a different academic, socioeconomic, cultural, ethnic, and/or ability background as you. Please explain the challenge it may have created (if any) and how you dealt with the situation.
06
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. Responses to supplemental questions (clear and detailed responses required 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" or leave blank)
  • Yes
  • No
07
Have you ever worked as a short-term temporary employee with Coast Community College District?
  • Yes
  • No
08
If you answered "Yes" to previously worked with CCCD as a short-term employee, please provide your employee number and your dates of employment. Please type N/A if this question does not apply to you.

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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