Admissions & Records Tech III
Coast Community College District - Costa Mesa, CA

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Admissions & Records Technician III (Graduation Clerk/Transcript Evaluator)
Job Code: G-005-13
Opening Date/Time: Fri. 12/14/12 12:00 AM Pacific Time
Closing Date/Time: Tue. 01/15/13 11:59 PM Pacific Time
Salary: $45,753.00 - $55,677.00 Annually
Job Type: Classified Staff
Location: Golden West College, California
Department: Golden West College

Exam Number:
FLSA: Non-exempt position, eligible for overtime compensation.

Under the general supervision of the Director of Admissions & Records or Registration Supervisor, to use independent judgment and initiative in providing diversified functions in support of the overall admissions and records operations.

CLASS SERIES: The Admissions & Records Technician III serves in a lead capacity, providing work direction and guidance to other Admissions & Records Technicians while independently performing more analytical work. Positions in this class require experience in admissions and records and the ability to operate with independent judgment and initiative to interpret District policies and state and federal laws and guidelines. The Admissions & Records Technician III is also responsible for providing students, faculty, and other staff members with information about registration, admission, and student records, in accordance with state and federal guidelines. Technicians are expected to become familiar with general duties, specific departmental duties, and other department functions, including college-wide policies and practices.

EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following: a. Serve as lead for admissions, records, registration, and transcript evaluation functions; provide on-going lead direction to assigned Admissions & Records Technicians and other clerical staff; assign and review work, and train subordinates. b. Perform a variety of complex special projects as directed by management. c. Plan, organize, and perform a variety of complex clerical duties in support of admissions and record functions, utilizing independent judgment and providing effective accountability. d. Research and evaluate data and recommend changes to procedure or practice; provide statistical data as requested; prepare information in written and oral format. e. Assist in resolution of issues and problems related to assignment; work with supervisors, administrators, and other staff to communicate policies and procedures. f. Communicate with other colleges and respond to questions or issues regarding assigned activities from students, faculty, and staff. g. Review various documents for clarity and process flow; make recommendations for changes if needed; place orders and ensure that forms are in stock. h. Coordinate preparation of data for input to the student academic database system and conduct research as needed. i. Interpret and apply policies and regulations that pertain to admissions and records. j. Work with supervisors and administrators to establish, coordinate and distribute information to Admissions and Records Technicians for assigned responsibilities; ensure timely completion of data entry and advise supervisors of delays. k. Respond to questions from other employees, students, and faculty and refer as necessary. l. Use a computer for data entry and a variety of computer applications for word processing, record keeping and reporting, email correspondence, and spreadsheet preparation. m. Compile data and prepare basic statistical reports as directed. n. Receive and answer inquiries regarding admissions and records functions and independently prepare correspondence in response to routine matters. o. Operate a variety of office equipment including computer, copy machine, fax machine, calculator, microfilm, and optical imaging system. p. Apprise supervisor of unusual requests and/or exceptions to procedures regarding assigned area of responsibility. q. Research document and/or institutional errors and initiate appropriate corrective action. r. Participate in special projects as requested and attend meetings as assigned. s. Perform other related duties as assigned.

Knowledge of: 1. Sensitivity to an understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students. 2. Methods, practices, terminology, and procedures used in admissions and records. 3. Principles of training and providing work direction. 4. State and Federal laws, codes, and regulations concerning admissions and record functions. 5. Interpersonal skills using diplomacy, tact, and patience. 6. Record keeping and reporting techniques. 7. Modern office practices, procedures and equipment including a computer, typewriter, calculator, fax machine, and optical imaging system.

Ability to: 8. Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high-quality services. 9. Use a variety of computer applications for word processing, database management, email correspondence, and spreadsheet preparation. 10. Provide work direction and guidance, and train and review work of other Admissions & Records Technicians as applicable to the responsibilities in admissions and records. 11. Role model appropriate action and behavior while working with, and in the presence of students. 12. 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. 13. Perform special projects, including research related to assigned responsibilities. 14. Apply and explain rules, regulations, policies and procedures, including but not limited to residency, matriculation, registration, records, and evaluations. 15. Provide information and assistance to employees, supervisors, administrators, and the public. 16. Analyze situations accurately and adopt an effective course of action utilizing independent judgment and discretion. 17. Independently prepare a variety of written materials and correspondence. 18. Plan and organize work to meet schedules and timelines. 19. Provide high quality customer service to students, faculty, and staff. 20. Establish and maintain cooperative and effective working relationships with those contacted in the course of work. 21. Demonstrate a clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

Education/Experience: 22. At least three years of responsible clerical experience, preferably including at least one year in admissions or records. 23. Or, any combination of education and experience that would provide the required equivalent qualifications.

Desired Qualification: 1. Bilingual ability.

Conditions of Employment:
$45,753 (Step 1) - $55,677 (Step 5)/Annual
Salary Range E-48

Pay Philosophy: Starting salaries for support staff positions begin at Step-1 of the salary range. Employees hired prior to April 1 of each year will move to the next step on the upcoming July 1. Employees hired on or after April 1 of each year will move to the next step the following Ju
ly 1. All movement on the salary schedule will occur July 1 of each year for all classified employees.

This is a regular, full time, 12 month per year position. The normal hours of work are to be arranged between 8:00 a.m. and 5:00 p.m., Monday through Friday. The effective date of employment will be arranged with the supervisor.

Additional Information:
  • The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  • The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • A detailed list of physical demands and work environment is on file and will be provided upon request.
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS.

Electronic applications may be completed by visiting

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.

To be considered for employment you must submit a complete application packet. A complete application packet includes:
  • Classified/Management Employment Application.
  • Cover Letter highlighting your qualifications for the desired position.
  • Current Resume.
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.
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community (reference Board Policy 050-1-1). 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. For additional help, please call Applicant Processing at (714) 438-4714, 8:00 a.m. to 5:00 p.m., Monday through Friday.

For more information and to apply visit:

Coast Community College District is an Equal Employment Opportunity Employer.

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