Admissions and Records Technician

Admissions and Records Technician

Southwestern Community College District

Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910

Department: Admissions & Records

District Values
Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.

Responsibilities:
Under direction of the Admissions and Records Supervisor, perform duties requiring technical knowledge in a specific Admissions and Records area such as residency, attendance accounting, transcripts or other specialized area; perform a variety of duties involved with student registration, records and attendance accounting; provide a variety of information and assistance to students, public and staff concerning admissions, registrations, registration and student records.

REPRESENTATIVE DUTIES:

1. Resolve complex residency issues and provide technical knowledge and interpretation of rules and regulations to others as assigned; maintain files for residency data; review documents to determine residency status according to State residency requirements and immigration laws.
2. Coordinate, maintain and process student attendance accounting records as assigned; receive, verify and process student attendance accounting data; analyze, correct and maintain related lists; collect, maintain and verify student statistical data for the preparation of State reports and statistical reports.
3. Receive, examine, code and process transcript requests as assigned; provide updated change in status on transcripts as appropriate; receive monies for payment of transcripts.
4. Provide general and specific information regarding a wide variety of admissions and registration policies and procedures to students, staff, faculty and the community in writing, over the telephone or at the counter.
5. Process applications, process student grades and other documents assuring completeness and adherence to established policies and procedures; research and resolve discrepancies and problems in records.
6. Operate computer terminal to enter and correct data for assigned Admissions and Records office activities, and to request related reports.
7. Develop a variety of correspondence, lists and reports for students, other District offices, and outside organizations regarding Admissions and Records matters.
8. Monitor and assure timely collection of attendance and registration data and grades from instructional staff; inform and orient instructional and counseling staff regarding Admissions and Records office procedures.
9. Perform related duties as assigned.

Knowledge and Abilities:
MUST HAVE KNOWLEDGE OF:

• Laws, rules and regulations related to assigned activities.
• Technical aspects of field of specialty such as residency, attendance accounting or transcripts.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Operation of a computer terminal and data entry techniques. Interpersonal skills using tact, patience and courtesy.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Basic math.
• Oral and written communication skills.

ABILITY TO:

• Perform duties requiring technical knowledge in a specified Admissions and Records area such as residency, attendance accounting, transcripts or other specialized area.
• Perform a variety of duties involved with student registration, records and attendance accounting.
• Develop, prepare, audit and maintain accurate and complete records, reports and files. Understand and follow oral and written directions.
• Establish and maintain cooperative and effective working relationships with others. Operate a variety of office equipment including a computer terminal.
• Perform keyboard entry at an acceptable rate of speed.
• Review documents for accuracy, completeness and compliance with required procedures and regulations.
• Work independently with little direction.
• Speak and write clearly in a designated second language as assigned.

Education and Experience:
Any combination equivalent to: graduation from high school AND three (3) years clerical experience involving frequent public contact and the application of detailed rules and procedures.

Minimum Qualifications: (Faculty and Academic Administrator Positions Only)


Desirable Qualifications:


Salary
Range 16, Steps 1-7, $3,991.05-$5,047.42. Initial placement for external applicants is Step 1. An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents.

Start Date

As soon as the successful candidate is identified and following the subsequent governing board approval.

Screening Deadline
All application materials must be received on-line at https://jobs.swccd.edu. Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, July 8, 2022 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.

Work Schedule:
Monday-Friday: 10:00 a.m.-6:45 p.m. (Approximately). Work schedule may be adjusted to meet the needs of the department.Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).

Additional Information:
We regret we are unable to accept faxed, e-mailed, mailed, or hand delivered application materials. Only complete application materials submitted through SWC online system will be accepted. To complete and submit your application for this position, please visit our online employment website at https://jobs.swccd.edu. All required information must be submitted online before the review date and time indicated on the job posting.

A confirmation number will be assigned if your application packet has been successfully submitted. Assistance with the online application process is available through the Human Resources Office at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619) 482-6395 or e-mail to employment@swccd.edu.

It is the sole responsibility of the applicant to ensure that all application materials are received by the review deadline date. A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become District property, will not be returned, will not be copied, and will be considered for this opening only.

Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.

In addition to the above, for Faculty/Administrator positions (only), successful candidate must submit official (sealed) college transcripts confirming date degree conferred and/or a valid CA Community College Credential.

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.

The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Notice of Availability of the Annual Security Report - Southwestern College is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website at https://www.swccd.edu/student-support/safety-and-security/jeanne-clery-act/">https://www.swccd.edu/student-support/safety-and-security/jeanne-clery-act/.

If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the SWC College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.

The report contains information regarding campus security and personal safety including topics such as: crime prevention; public safety authority; crime reporting policies; programs to prevent dating violence, domestic violence, sexual assault, and stalking; the procedures the College will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the College or a recognized student organization; and on public property within, or immediately adjacent to and accessible from the campus.

This information is required by law and is provided by the SWC College Police Department.

Drug and Alcohol Abuse Prevention Plan (DAAPP) - More information about the DAAPP, including the Drug Free Environment and Drug Prevention Program Policy and Procedure and Biennial report can be found in the Health and Safety Section of the campus Consumer Information page ( http://www.swccd.edu/index.aspx?page=1084)

To apply, visit: https://jobs.swccd.edu/postings/3853



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