Job Description

Definition Evaluates the academic records of incoming and continuing students to determine probation, deficiencies, completion of graduation requirements, placement on honor lists, and eligibility for graduation honors; and explains evaluations and requirements to students and the public; and maintains various other records related to a student's academic standing. Typical Duties Evaluates the college transcripts and coursework of incoming students to determine enrollment eligibility, course credit eligibility, grade point average, and academic status upon admission; consistent with course evaluations for determination of program requirements and prerequisite clearance made by the faculty. Evaluates petitions for graduation from enrolled students for completion of coursework and required grade point average; updates official student records with awarded certificates, and degrees; and prepares and updates lists of graduates. Issues and receives petitions for graduation, checks students' records to determine eligibility for certifications and degrees, and prepares lists of graduates. Prepares CSUGE Breadth and IGETC certifications for submission to other colleges and universities. Explains requirements, deficiencies, procedures, and transcript evaluations to students, faculty, and the public; refers questions related to program requirements and prerequisite clearance to faculty. Interprets and applies District policies, rules and regulations, and operational procedures related to assigned responsibilities. Inputs and/or verifies the accuracy of data related to the maintenance of the Student Information System (SIS) and related specialized admission office systems; tests and provides observations on the functionality of new system features; participates in the training for new systems and technologies. Effectively utilizes computer equipment and a variety of standard office software applications to compile data and prepare reports and correspondence concerning student admissions and records matters. Notifies various college offices regarding students' status. Attends and participates in seminars, conferences, workshops, and other training sessions to stay current with state and federal laws and regulations related to assigned responsibilities. Maintains or oversees the maintenance of official student records and data. May order diplomas, college catalogs, office supplies, and other materials. May provide work direction and training to lower-level clerical staff and student employees. Performs related duties as assigned. Distinguishing Characteristics An Admissions and Records Evaluation Technician applies judgment and specialized knowledge in the evaluation of academic records of incoming and continuing students for the purpose of determining eligibility for admittance, academic status changes, and graduation. The work requires the ability to interpret and explain admissions regulations and procedures to students. An Admissions and Records Assistant performs a wide variety of specialized clerical duties related to enrolling students and maintaining accurate and current records of students' academic status and progress. An Admissions and Records Office Supervisor supervises and participates in the technical and clerical work in a college admissions and records office on the day shift at a smaller college or the evening shift at a larger college. Supervision Immediate supervision is received from a classified or administrative supervisor in the college admissions office.  May provide work direction to lower-level clerical staff and student employees. Class Qualifications Knowledge of: College courses and classes needed to meet graduation and transfer requirements Procedures and methods used in the evaluation of student records and academic transcripts Regulations governing registration procedures and credit evaluation policies at various colleges Customer service techniques for public contact in person, on the telephone, and in written communications Clerical practices and procedures Correct use of business English, punctuation, spelling, and grammar Letter, memorandum, and report formats Recordkeeping procedures Capabilities of computer systems, applications, and hardware used in the operations of an admissions and records office Skill in: Use of computer and standard office equipment Ability to: Understand, interpret, apply, and explain District rules and procedures and federal and state regulations related to admissions, transfers, and graduation Read and evaluate transcripts Compile and verify data Work independently in a high volume environment with recurring deadlines and frequent interruptions Work effectively and tactfully with students, faculty, staff, and the public Communicate effectively with individuals from various ethnic and socio-economic backgrounds and different levels of academic achievement Communicate effectively orally and in writing Make routine mathematical computations Provide technical assistance to others related to assigned duties Use proper spelling, punctuation, and grammar Prepare reports and correspondence Give clear and concise instructions Maintain accurate and detailed records and files Keep information confidential Effectively utilize computer hardware and software in the performance of duties Learn general and specialized computer applications Entrance Qualifications Education and Experience: A. Graduation from high school or its equivalent AND two years of full-time, paid clerical experience in a college or university admissions office. College-level course work in business administration, computer applications and office technology (CAOT), sociology, psychology, or related fields is desirable. OR B. An associate degree or its equivalent from a recognized college or university AND one year of full-time, paid clerical experience in a college or university admissions office. College-level course work in business administration, computer applications and office technology (CAOT), sociology, psychology, or related fields is desirable. Benefits Medical and dental insurance and vision care plans are provided for employees and their dependents. A $50,000 life insurance policy is provided free of charge for each employee. New employees receive 12 full-pay days and 88 half-pay days of illness leave. 19 paid holidays per year. Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days. Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty. Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security. Employee Assistance Program Selection Process The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview. Reasonable Accommodations Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class. In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.

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