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Form of workAdmissions and Records Technician II
Priority Application Deadline: Friday, December 15,2023. Position will remain open until filled
Anticipated Start Date: January 8, 2024
DEFINITION
Under general supervision, provides academic and Records information and assistance directly to students; performs specialized clerical duties related to the Admissions and academic records area; performs a variety of clerical and technical records duties; processes incoming academic transcripts and assists with transcript evaluation for Taft College degree completion; enters appropriate transfer equivalencies into the student information system and/or degree audit computer system; ensures functionality of online degree audit system; preforms institution credit evaluation for CSU and UC lower division general education certification and other duties as assigned.
REPRESENTATIVE DUTIES:
The following duties are typical of those performed by employees in the classification, however, employees may perform other related duties not listed and not all duties listed are necessarily performed by each employee.
- Provide information and assistance to students in person, by telephone, email, or regular mail on topics such as student records, admissions, academic standing, graduation, processes, and fees.
- Process transcripts, degree and enrollment verification requests which includes preparing, recording, obtaining signatures, affixing the District Seal and delivery.
- Evaluate petitions submitted for Certificates and Associate degrees.
- Produce all certificate and diplomas for students that have successfully completed all certificate and degree requirements in a timely manner, including duplicate certificate and diplomas.
- Organize and process petitions and exceptions, including being a liaison between staff, faculty, and department chairs. Upon decision of petition, process the outcome in the student record and degree audit system.
- Evaluate departmental procedures to ensure efficiency. Analyze similar functions at other colleges to determine the College’s currency with modern practices and compliance with state and federal regulations.
- Maintain an organized system of record storage and record recovery.
- Perform computer-input tasks relative to the operation of the department.
- Assist in the coordination of departmental functions with other campus departments.
- Attend professional meetings/conferences as required and reports findings to the department staff.
- Provide departmental participation in Student Success and Support Program such as graduation.
- Evaluate and record incoming academic transcripts for Taft College degree requirement completion. Enter individual student transfer equivalencies into the student record and/or degree audit system.
- Ensure functionality of degree audit system.
- Check data for accuracy and produces appropriate student reports.
- Build and implement the ability to send and receive transcripts over the Internet using EDI/SPEEDE standards.
- Enter academic data into the computer for use in developing individual student educational plans.
- Verify level, content, unit value and grading system of courses for students who have taken part of their previous work at other colleges; determines credit to be granted toward meeting specific requirements.
- Maintain records of transactions concerning academic transcripts for purposes of verification and accountability.
- Assist in determining lower division general education transfer requirements, including IGETC and CSU general education certification and Taft College degree requirements. Prepares general education certifications for CSU Breadth and IGETC.
- Evaluate in-coming transcripts and makes appropriate decisions as to transferability and grading conversions.
- Operate a variety of office equipment including a copier, scanner, fax machine, computer and assigned software. Arranges for computer system modifications, maintenance and repairs as needed.
- Calculate cumulative grade point average for Cal Grant application.
- Monitor inventory levels of forms, applications, and other Admissions & Records supplies. Orders, receives, and maintains adequate inventory levels of supplies.
- Work with IT to ensure that the department scanning systems, document readers, and desktop computers are in working order.
- Maintain student records; audits records to assure accuracy; provides copies of transcripts according to approved procedures.
- Prepare and transmit correspondence for students, verifying student status and other information; responds to requests from other educational institutions and agencies involving the verification of student status and Records.
- Perform a variety of specialized clerical duties such as filing, typing, data entry and retrieval, reception, and general office support. Composes and mails correspondence.
- Attend various meetings as assigned. Conducts training sessions as directed. Attends and participates in various committees as required.
- Serve as back-up for the front counter and is readily available to provide pleasant and professional service to students and others seeking information regarding the registration process.
- Ensure the integrity and confidentiality of Admissions and Records by maintaining strict compliance with FERPA, the Solomon Act, other federal regulations, and District records and archival policies.
- Assist and advise student workers.
- Perform other related duties as requested or assigned.
Minimum Qualifications
- Education equivalent to an Associate’s degree (60 verifiable semester units), and minimum two years of experience working in community colleges, universities, high schools, and/or community agencies; OR
- High school diploma or equivalent and four years of experience working in community colleges, universities, high schools, and/or community colleges.
- Intermediate knowledge of computer software, including Word, Excel and an administrative database.
- Successful candidate must pass a Department of Justice (DOJ) fingerprint background check and provide proof of freedom from Tuberculosis (TB) via a chest x-ray or a TB skin test.
- Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students
Desirable Qualifications:
- Bachelor’s degree.
- Experience with graduation requirements, transcript evaluation, degree audit and student services.
- Banner and DegreeWorks experience, preferably at the community college level.
- Knowledge of policy and procedure regarding Admissions and Records.
Personal:
- Ability and desire to work effectively with students, staff, and the public.
- Show initiative, poise, good judgment, and tact.
- Oriented in Customer service.
- Flexible in assuming other assignments as the need arises.
- Possess the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic background of community college students.
- Willing to accept other duties.
Knowledge of:
- Effective methods of working with the public.
- Effective written and oral skills.
- Basic research and evaluation methods.
- Computer applications such as Word, Excel, e-mail, and internet browsers.
- Basic filing methods.
- Correct English usage, grammar, spelling, punctuation, and vocabulary.
- General secretarial skills and techniques.
- Organizational and prioritization skills.
- Accurate recordkeeping operations and guidelines.
Ability to:
- Learn District processes and procedures, rules, laws, and regulations.
- Learn District programs and services offered to students.
- Read and interpret laws, rules, and regulations.
- Be efficient and well organized.
- Work independently.
- Maintain confidentiality.
- Follow guidelines and directions as assigned.
- Meet the public, students, faculty, and staff cordially and effectively.
- Provide excellent customer service.
- Enter and retrieve computer information accurately.
- Use a computer database and interpret computer data.
WORKING CONDITIONS:
Assignments are typically 40 hours per week and 12 months per year.
May require over-time or evening hours throughout the year.
Work is generally performed indoors but may involve traveling to complete assignments or for research, workshops, training, or meetings.
Physical Requirements:
- Vision sufficient to read documents and computer terminal displays.
- Speech and hearing to communicate in person or by telephone.
- Manual dexterity sufficient to use a variety of office equipment, computer keyboards and to handle paper.
- Sit for long periods of time.
- Ability to lift and carry 25 pounds such as paper and reports.
- Ability to bend and reach to retrieve and file supplies, equipment, and documents.
Reasonable accommodations will be made for candidates and employees with physical disabilities.
REQUIRED DOCUMENTS IN ADDITION TO APPLICATION:
- Resume.
- Cover Letter.
- Transcripts for related degrees, unofficial accepted.
- Three professional references, including current supervisor.
COMPENSATION and BENEFITS:
The salary range for the position is a Range 20 on the 2023-2024 Classified Salary Schedule, with a range of $25.24-$33.68 per hour.
West Kern Community College District offers a comprehensive fringe benefits program that includes District paid medical, dental and vision coverage for all employees and their dependents, as well as a generous vacation plan. Employees are eligible for membership in either CalPERS or CalSTRS retirement systems.
EQUAL EMPLOYMENT OPPORTUNITY
The West Kern Community College District is committed to the principles of equal employment opportunity. The District is dedicated to a policy of nondiscrimination and, as such, is an equal opportunity employer. Veterans, women, minorities and people with disabilities are encouraged to apply. This employer participates in E-Verify.
