Job ID: 244249

Admissions and Records Specialist I (Substitute) - SC

South Orange County Community College District

  • Sep. 4, 2024
 
  • Admissions and Records Specialist I (Substitute) - SC
  • South Orange County Community College District
    Mission Viejo, CA
 
  • Open until filled
  • Available immediately
  •  
 
  • Professional Staff
  • Administration - Other
 
 

Application Instructions:

 

  • Complete all sections and fields on the application and attach all required documents – incomplete applications may not be considered.
  • Include all relevant education, training, and/or experience on the application.
  • Do not include any personally identifiable, confidential, or otherwise unrequested information that does not pertain to job related factors (e.g., social security number, date of birth, pictures, etc.) on your application or attached documents.
  • For job postings with a close date, all applications received by 11:59 PM (Pacific Time) on the job posting close date, will receive consideration.
  • For job postings with an initial screening date, all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date, will receive priority consideration; however, typically the job posting will remain open, and continue to accept applications, until the position is filled.
  • For job postings requiring professional references, include at least three (3) professional references from the following categories:

 

  1. Current department chair(s) (for faculty) or supervisor(s);
  2. Previous department chair(s) (for faculty) or supervisor(s) (from within the past five (5) years);
  3. Master’s thesis or Doctoral Dissertation advisor or supervisor (for faculty);
  4. Colleague(s) or co-worker(s) who can address professional competency and skills relevant to the position; and/or
  5. Other professional references.

 

Please note, professional references are typically contacted when a candidate is selected for, or as a finalist for, a position.

Description

 

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

 

SUMMARY DESCRIPTION

Under supervision from assigned supervisory or management staff, performs a variety of routine technical and clerical duties in support of the Admissions and Records functions including in the areas of student registration and admissions and records data and information input, retrieval, and maintenance; and responds to questions and requests for information from students, staff, and the general public received by phone, e-mail, or in-person.

 

DISTINGUISHING CHARACTERISTICS

Classifications within the Admissions and Records Specialist series are distinguished from each other by the diversity and complexity of assigned duties and level of responsibility. Positions assigned to the Admissions and Records Specialist I level perform the more routine/less complex duties that are of a more limited scope than those assigned to positions at higher levels within the series including assisting students in filing various forms.

 

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

 

Respond to telephone, email, and personal inquiries regarding registration, application, residency, high school permits, telephone and internet registration and applications, transcripts, and course schedules; disperse forms and answer general information questions; refer complex questions to higher-level admissions and records staff.

Receive application forms; review for accuracy; input into computer terminal; assign identification number; schedule appointments.

Accept transcripts, verification forms, reclass of residency forms, and related forms; receive special petition forms including general petitions, illegal repeat forms, readmission after dismissal forms, applications for certificates or Associate degree, and other forms; process special request for registration; accept and process student data changes.

Make matriculation appointments and refer questions regarding the matriculation process and testing results to the Matriculation Office.

Assist students in filling out transcript request forms, add/drop cards, petitions, grade requests, and other Admissions and Records forms; input information into computer terminal.

Collect fees; input/post charges, cash/check/bankcard transactions/payments, and other information to student accounts; issue receipts; close out and balance registers; prepare monies for bank deposit by reconciling funds and closing accounting pages.

Process on-line registration, drops, and adds; respond to inquiries made through the web pages.

Monitor enrollment of courses; notify students of filled, canceled, or changed classes.

Receive grades and grade changes from instructors.

Process, scan, and input student documents into the document imaging management system; prioritize the scanning of documents; separate documents by type and prepare documents for scanning; scan, index, and post documents and information including applications, residency documentation, incoming transcripts, high school permits, evaluations, petitions, test scores, and other documents; review scanned materials for accuracy and clarity; file or dispose of documents when posted; troubleshoot basic system problems as necessary.

Retrieve, open, sort, and distribute mail for the department; respond to inquiries related

Order, stock, and maintain office supplies including needed forms; file and stock class schedules, applications, data change forms, add and drop forms, and related forms; maintain counter inventory sheets.

May assist in the training of new specialists in various procedures including counter, scanning, and related procedures and processes.

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

Perform related duties as required.

 

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

 

Knowledge of:

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Principles, practices, and procedures of record keeping.

Basic principles and practices used to establish and maintain files and information retrieval systems.

Basic principles and techniques used in public relations including methods and techniques of proper counter, receptionist, and telephone etiquette.

Basic mathematical concepts.

Basic accounting procedures.

Work organization principles and practices.

English usage, grammar, spelling, punctuation, and vocabulary.

 

Ability to:

Learn and understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.

Learn, understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.

Learn the methods and standards used in processing College paperwork.

Perform a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office.

Respond to requests and inquiries from students, staff, or the general public; effectively present information in person or on the telephone to students, staff, or the public.

Balance accounting ledgers and prepare monies for deposit.

Use sound judgment in recognizing scope of authority.

Type or enter data at a speed necessary for successful job performance.

Compile and organize data and information.

Maintain filing and record-keeping systems.

Exercise good judgment in maintaining information, records, and reports.

Plan and organize work to meet schedules and changing deadlines.

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

Adapt to changing technologies and learn functionality of new equipment and systems.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

 

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

 

Education/Training:

Equivalent to the completion of the twelfth grade supplemented by specialized office-related training or course work.

 

Experience:

Two years of general clerical experience including one year of customer service experience involving the operation of a computer.

 

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

 

Environment: Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. 

Vision: See in the normal visual range with or without correction. 

Hearing: Hear in the normal audio range with or without correction.

 

Supplemental Information

 

Work Schedule: TBD – Schedule and shift vary and are subject to change in accordance with the department's needs.

 

Hours per Week: Up to 25 

 

Employment Conditions and Information: 

This is a short-term, temporary, hourly Non-Bargaining Unit (NBU) assignment, not to exceed 160 days and 960 hours per fiscal year (July 1st through June 30th). Short-term, temporary NBU positions may only be used on an intermittent, seasonal, or project basis. Education Code Section 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis.”

 

After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District (SOCCCD) as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the SOCCCD. The assignment may be shortened or extended at any time, due to departmental needs, with little to no notice. NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.

 

NBU employees are limited to working in a single position for a single department and site (assignments are onsite only).

 

NBU employees are paid on a monthly basis. The payroll reporting period is from the 15th of the first month to the 14th of the second month. NBU employees are paid on the 10th of the third month. 

 

Example: For the following reporting period: September 15th through October 14th, the NBU employee will be paid on November 10th. 

 

NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees Retirement System (CalPERS), through payroll deduction. The SOCCCD does not intend to employ NBU employees for more than 960 hours during any fiscal year.

 

 

Special COVID-19 Notice:

Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during offsite work.

 

The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, managers, and the communities it serves. More information can be found on the SOCCCD website by visiting https://www.socccd.edu/communications/covid-19-information.

 

Notice to all Candidates for Employment:

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. The SOCCCD will not sponsor any visa applications.

 

California Public Employees Retirement System and California State Teachers Retirement System:

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with the SOCCCD will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

 

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the SOCCCD to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS

 

Disability Accommodations:

If you require special accommodations in the application and/or evaluation process, please notify Human Resources at least two (2) business days prior to the job posting close or initial screening date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.

 

Attendance Requirement:

All SOCCCD employees are required to report to work on a regular and consistent basis, as scheduled, to assigned job.

 

Campus Crime and Safety Awareness:

Information regarding campus crime and safety awareness can be found at www.ivc.edu or www.saddleback.edu. Paper copies are available in the Human Resources office upon request.

 

Diversity, Equity, Inclusion and Equal Employment Opportunity:

The SOCCCD is committed to creating an academic and work environment that fosters diversity, equity, and inclusion (DEI) and equal employment opportunity (EEO) for all, and ensures that students, faculty, staff, and managers of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes the SOCCCD a unique and special place for individuals of all backgrounds.

 

The SOCCCD is looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join the SOCCCD, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, managers, and community partners. In deciding whether to apply for a position at the SOCCCD, you are strongly encouraged to consider whether your values align with the SOCCCD's mission and goals for DEI and EEO.

 

THE SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER


 
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Contact Information

 


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