Examples of Duties:
Admission and Records Assistant I: The entry level class of the series. Under general supervision, incumbents in this class perform public contact and record processing of average difficulty as a majority of assigned duties. Typical duties include but are not limited to:
Perform a variety of tasks involved in all phases of the admissions and records process including registration and data processing.
Respond to and resolve inquiries and complaints; interpret and explain District admissions and records policies and procedures; answer a multi-line phone and provide information about admissions and records and the College.
Receive and process admission and records forms and computer files including but not limited to initial registration, adds/drops, audits, petitions, credit/no credit, course repetitions, transcript requests, verifications, address changes, and data changes. Process forms according to established procedures; document work as appropriate.
Verify student record information; research and resolve student record discrepancies through support documents, microfilms, and microfiche records.
Receive, control, and maintain confidential student records; accept and review forms for completeness and accuracy; enter student information into the computer system.
Verify instructor grade rosters; process instructor grade changes; contact instructor to resolve grading problems.
Perform a variety of clerical tasks relative to assignment; filing, compose and type letters and routine correspondence; operate office machines such as copier, scanner, fax machine, and computer. Admission and Records Assistant II : The lead level class of this series. Under general supervision, incumbents in this class are normally assigned lead responsibilities for transcripts, admissions; residency, registration, evaluations, and grades. The majority of assigned duties are difficult and/or complex relative to functional area. Typical duties include but are not limited to:
In the areas of transcripts, admissions, residency, registration, and grades, perform the more difficult, complex, or unusual tasks.
Research, interpret, and apply varied and complex regulations, procedures and guidelines relative to evaluations, residency, transcripts requests and issues; academic history and admissions. Verify, certify, and document work as required.
Inform students and provide options to students regarding course deficiencies, equivalency issues, residency issues, and prerequisites.
Provide technical information and assistance to other employees regarding policies, procedures, regulations, methods, and techniques.
Verify the work of assigned employees for accuracy, proper work methods and compliance with applicable standards and verifications.
Research, analyze, and assess student academic history for completion of graduation requirements or transition to a four year school.
Determine equivalency of courses taken at other colleges and institutions; determine level, content, unit value, grading system, and catalog rights as needed.
Evaluate special tests including advanced placement, CLEP, Dantes, non- collegiate sponsored instruction, training programs, and military experience for college credit; determine if students have met specific prerequisites for various courses. Admission and Records Assistant III: The advanced level class of this series. Under minimal supervision, incumbents in this class are normally assigned special projects or coordination of specialized programs; the majority of assigned tasks are difficult, complex and have broad impact on the services of the department. Typical duties include but are not limited to:
Coordination of admission and records services with special programs such as College Early Start, Caterpillar, Apprenticeship, ESL, Contract Education, 2+2 Articulation, and Basic Skills including but not limited to student tracking and database management;
Serve as liaison between a variety of groups; communicate routinely with high school administrators and counselors, program personnel, other College divisions and departments, and students.
Monitor, track and ensure compliance of special programs with Delta College policies and procedures as well as federal and state regulations related to admissions, registration and records.
Monitor and review the services and activities of special programs and incorporate changes in rules and regulations; ensure that participating partners are informed of such changes.
Assist students in special programs with forms; provide information and referral to other college services.
Gather, track, and collate data subject to audit review, monitor student progress and contact students in noncompliance; create, maintain and coordinate a variety of databases; produce reports and analysis of data; including monthly and annual reports.
Provide technical information and assistance to other employees regarding policies, procedures, regulations, methods and techniques.
Analyze annual catalog information and create web-based checklists for degrees and certificates.
Perform complex evaluations for special programs and populations.
Participate in the scheduling of part-time registration personnel and student employees. Admission and Records Assistant IV: The expert level class of this series. Under minimal supervision, incumbents perform lead high level responsibilities and oversee a variety of technical and complex functions relating to the department and the District. Has the ability to provide technical information and assistance to other employees; the majority of tasks are difficult and complex, require specialized knowledge and have broad impact on the department and the District. Typical duties include but are not limited to:
Perform the most difficult, complex, or unusual functions of admissions and records.
Provides technical information and assistance to other employees regarding policies, procedures, regulations, methods, and techniques.
Super-user and support for departmental software including but not limited to CCC Apply, Web Extender, and student email system.
Create and maintain databases used in the department; provide reports, statistics, and data as required; create department forms and checklists.
Represent the department at required committee meetings; attend and participate in counselor meetings; serve as the liaison between the admissions and records department and the group and/or committee.
Qualifications:
Experience/Education Classification Internal General Recruitment Admission and Records Assistant I Two years of increasingly responsible office experience including one year of school admissions and records experience (One year of college level business course work may be substituted for one year of office work experience). Admission and Records Assistant II One year of experience performing duties at the level of Admission and Records Assistant I. Three years of increasingly responsible office experience including at least one year of higher education admissions and records experience (One year of college level business course work may be substituted for one year of office work experience). Admission and Records Assistant III One year of experience performing duties at the level of Admission and Records Assistant II or two years of experience performing duties at the Admission and Records Assistant I level. Three years of increasingly responsible experience in higher education admissions and records (One year of college level business course work may be substituted for one year of work experience). Admission and Records Assistant IV One year of experience performing duties at the level of Admission and Records Assistant III or two years of experience performing duties at the Admission and Records Assistant II level. Four years of increasingly responsible experience in higher education admissions and records (One year of college level business course work may be substituted for one year of work experience).
KNOWLEDGE, SKILLS AND ABILITIES The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Competency of knowledge, skills and abilities build upon each level of the series. All Levels:
Knowledge of principles and processes for providing effective customer service.
Knowledge of standard office equipment operation including filing and scanning systems.
Skill in word processing, spreadsheet, database management, document imaging, internet.
Effective time management skills and the ability to prioritize work.
Ability to work cooperatively and assist the public, students, faculty, and staff in an open, friendly manner.
Ability to establish and maintain effective working relationships.
Ability to work effectively and cooperatively as a team.
Ability to meet deadlines and schedules.
Ability to maintain confidentiality of files, records, materials and information.
Ability to learn, interpret and apply rules, regulations, policies and procedures.
Ability to follow procedures and directions.
Ability to perform a variety of clerical functions including but not limited to data entry, answering telephones, preparing correspondence and mailings.
Ability to operate office equipment including computers.
Ability to have sensitivity to and understanding of the diverse academic, socioeconomic, cultural, linguistic, ethnic backgrounds and disabilities of community college students and staff.
Ability to think critically and problem solve.
Cash handling skills.
Proficient in 10-key by touch.
Data processing skills. Listed below each classification level are additional required skills, knowledge and abilities for each class. Admission and Records Assistant I Admission and Records Assistant II Admission and Records Assistant III Admission and Records Assistant IV Typing skills- 40 wpm Typing skills – 45 wpm Typing skills – 50 wpm Typing skills – 50 wpm 10 Key 10 Key 10 Key 10 Key FileMaker Pro databases- Beginning skills (data entry and browse functions) FileMaker Pro databases – Beginning/Intermediate level skills (data entry, browse, simple queries) FileMaker Pro databases – Intermediate level skills (data entry, database management, complex queries, report production) FileMaker Pro databases- Advanced skills (database development and management, advanced queries, data extraction, produce complex reports) MS Word and Excel – Beginning skills MS Word, Excel and/or PowerPoint – Intermediate skills MS Word, Excel and PowerPoint – Intermediate skills MS Word, Excel, Power Point – Advanced skills Basic skill in analysis of complex problems Basic skill in analysis of complex problems Intermediate skill in analysis of complex problems Advanced skill in analysis of complex problems. Basic knowledge of applicable admissions & records policies, procedures and rules relative to the assignment. Intermediate knowledge of applicable admissions & records policies, procedures and rules relative to the assignment including knowledge of the Ed. Code & Title V. Advanced knowledge of applicable admissions & records policies, procedures and rules relative to the assignment including knowledge of the Ed. Code and Title V. Advanced knowledge of applicable admissions & records policies, procedures and rules relative to the assignment including knowledge of the Ed. Code and Title V. Basic ability to communicate clearly and concisely, orally and in writing; listening and comprehension skills. Correct spelling, vocabulary and word usage skills ; proper letter writing skills Moderate ability to communicate clearly and concisely, orally and in writing; listening and comprehension skills. Correct spelling, vocabulary and word usage skills; proper letter writing skills. Moderate ability to communicate clearly and concisely, orally and in writing; listening and comprehension skills. Correct spelling, vocabulary and word usage skills; proper letter and report writing skills. Excellent ability to communicate clearly and concisely, orally and in writing; listening and comprehension skills. Correct spelling, vocabulary and word usage skills; proper letter and report writing skills. Intermediate knowledge of current student information system. Advanced knowledge of current student information system. Advanced knowledge of current student information system. Ability to oversee and schedule registration services. Ability to lead and oversee Commencement ceremony and annual catalog evaluation information. Web page skills – Intermediate (HTML code and web page modification) Web page skills – Advanced (HTML code, web page modification, design and development) Advanced skills in data analysis.
Supplemental Information:
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