Special Instructions to Applicants
Note: New employees will be placed at the first step which is $3,097 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 $3,773 per month is reached on the salary schedule.
Admissions/Records Assistant II
$3,097 per month (first step)
If temporary, employment duration:
# of Hours Scheduled Per Week
Work Schedule By Day and Work Hours
# of Months
EEO Job Category
Perform a variety of clerical and technical duties involved in student registration, admissions and records input, retrieval and maintenance.
This is the journey level class in the Admissions/Records Assistant series. Positions in this class are flexibly-staffed and are normally filled by advancement from the lower class of Admissions/Records Assistant I, or, when filled from the outside, require prior admissions and records work experience. Appointment to the higher class requires that the employee be performing substantially the full range of duties for the class and meet the qualifications standards for the class. Positions allocated to the class of Admissions/Records Assistant II differ from positions allocated to the class of Admissions/Records Assistant I in that they are specialized in an area such as the interpretation of application of federal or District regulations regarding certification of students for veterans or social security benefits, or in determining that students meet District residency requirements. Positions which have the responsibility for the operations of the Admissions and Records Office in the evening are also allocated to the class of Admissions/Records Assistant II.
Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following: Provide information to students regarding registration, admission, courses offered, and transcripts. Receive Admissions and Enrollment forms; review for accuracy; process applications into terminal. Assist students in filling out transcript request forms and collect fees; order transcripts on the CRT; enclose transcripts in sealed envelopes and send to appropriate places. Assist students in filling out drop cards, withdrawal cards, petitions, and changes of program; input into the terminal. Code and process out-of-state and foreign student applications; make resident determinations; notify students of their non-resident status. Maintain records of out-of-state or foreign student tuition fees. Distribute, prepare, maintain and verify records of weekly, daily, and positive attendance rosters; calculate hours and input changes on the CRT; input grades on Daily Census rosters. Certify the enrollment of students eligible to collect veterans benefits; interpret and apply state and federal regulations governing the collection of V.A. benefits; maintain records; act as liaison between students and veterans administration. Maintain Course Conflict and Course Repetition Reports. Perform necessary transactions that involve correcting student academic records; recalculate grade points and semester units; enter academic notations on student records; post credit by examining classes and grades. Certify student units and date of enrollment and/or G.P.A. for loan institutions, Social Security Administration and other agencies. Process on-line registration, drops and adds; issue receipts close out and balance; collect and account for money. Supervise and train student assistants; may assist in selecting student assistants. Perform related duties as assigned.
In addition to the minimum qualifications for Admissions/Records Assistant I: Any combination of experience and training that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be: Experience: Two years of experience performing duties equivalent to those assigned to an Admissions/Records Assistant I in the District. Training: Completion of the twelfth grade, including or supplemented by specialized clerical courses
Minimum Qualification-Knowledge Of
English usage, grammar, spelling, vocabulary and punctuation. Modern office methods, procedures and equipment. Record keeping principles and procedures. Basic mathematic. Procedures, policies, and regulations regarding college admissions and records.
Minimum Qualification-Skill To
Learn to operate and enter data into the CRT accurately and quickly. Learn District procedures, regulations and policies. Communicate with and relate to a wide variety of students. Adapt to changing circumstances and handle stressful situations. Make mathematical calculations rapidly and accurately. Type at a speed of not less than 40 net words per minute from clear copy. Understand and carry out both oral and written instructions. Establish and maintain effective work relationships with those contacted in the performance of required duties. Interpret rules, regulations, and policies regarding admissions and records. Train and supervise assigned student assistants or other employees.
Experience working in a student services office at a community college.
Demonstrated commitment to fostering and providing a student-focused customer service experience.
Experience with student record systems
Experience using technology to assist students with applications, registration, and other related activities
Job Open Date:
Job Close Date:
Open Until Filled
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 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.
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/local_one/L-1%20Contract%20Extended%202010-2013.pdf
Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to (925) 229-1000 ext. 1298 or firstname.lastname@example.org. For administrative purposes, requests must be made at the time of application.
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