This is a continuous recruitment for an applicant pool to fill part-time, substitute, temporary, or hourly assignments on an as needed basis.

Departments or Divisions will refer to the pool of applications on file, as needed, to fill temporary assignments. Applicants will remain in the pool for at least 12 months.

Compensation will be based on the position that is being subbed. Substitute compensation will be calculated using range 1 of the range the classification is placed on the Classified Salary Schedule.

ADMISSIONS AND RECORDS ASSISTANT

Under general supervision, performs a variety of clerical and administrative duties in support of admissions and records staff; provides general information and assistance to students regarding admissions, student records, registration and enrollment; and performs related duties as assigned.

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff. 

This classification performs the full range of clerical duties in support of admissions and records department, staff and functions.  Positions at this level work independently, and exercise judgment and initiative in their assigned tasks, may receive occasional instructions or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Management reserves the right to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides administrative support and assistance in the day-to-day operations of the admissions and records staff; scans documents, sorts and distributes mail; screens calls and visitors; assists students and visitors at the front counter and directs to appropriate locations and/or staff; responds to requests for information; and assists in interpreting and applying rules, Title 5 regulations, board policies, legal procedures from the State Chancellor’s office
• Provides support for student registration and matriculation services; assists in administration and processes a variety of forms; assists with the intake of high school concurrent admissions students; processes dual enrollment/ccap forms, reviews and processes applications, processes transcripts, transcripts request, and admissions enrollment verifications. 
• Enters data in multiple data screens of the computer system to process paperwork submitted by students, staff, faculty, and others regarding but not limited to; grade change forms, course repetitions, residency petitions, incomplete grade contracts, overlapping class approvals, graduations applications, audit request forms, credit/no credit request forms, and extenuating circumstances/excuse withdrawal petitions. 
• Receives and processes requests for student records, transcripts, certificates, and transfer requirements; processes student applications for certificates and degrees; and verifies information accuracy and completeness.
• Receives and responds to requests for information from faculty and instructors with respect to census deadlines, student grades, attendance documentation and related matters.
• Intakes and reviews applications, forms, and reports; applies departmental and program policies and procedures in determining completeness of applications and records; within established guidelines, may approve or deny requests; prepares, copies, collates, and distributes documents.
• Maintains and creates student files and records; inputs and maintains required data in the system for state mandated reports, apportionment reports, California Virtual Campus Student Validation reports; compiles, and tracks pertinent data; prepares, processes, and maintains a variety of records and reports on program activities; and compiles data and generates reports.
• Assists in maintaining spreadsheets for special programs purposes; batch records processing for admissions, enrollment of credit and non-credit courses, and data collect for assigned area, and serves as liaison for an assigned pathway, special programs and special needs groups.  
• Schedules, coordinates, and conducts workshops, admissions orientations, and other events for new or prospective program participants.
• Assists in the development, maintaining of webpages for admissions and records, develops marketing materials such as flyers, bulletins, brochures, and other informational media to increase awareness of services and programs related to admissions, records, and international students. 
• Works productively and cooperatively with others by demonstrating respect, patience and equitable treatment of all internal and external customers.  
• Observes and complies with District and mandated safety rules, regulations, and protocols.
• Performs other related duties as assigned.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

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