Skip to main content

This job has expired

Admissions and Records Systems Specialist (Substitute)



Title:

Admissions and Records Systems Specialist (Substitute)

Job Category:

NBU

Job Opening Date:

December 13, 2022

Job Closing Date:

June 30, 2023

Locations:

Saddleback College

Pay Grade, for more information click on this link:

https://www.socccd.edu/departments/human-resources/contracts-and-salary-schedules

Pay Type:

Hourly

Hours Per Week:

0

Job 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 direction from assigned supervisory or management staff, directs, oversees, and participates in the daily functions of the Admissions & Records information processing unit including personal computer support and training, network mapping and troubleshooting related to standard operations, applications, system, or equipment malfunctions, web page maintenance and support, and creation of online documentation methods and procedures related to data processing functions and ATI imaging system; and performs a variety of technical duties relative to the assigned area of responsibility.

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.

Direct and oversee the daily workload of the Admissions & Records information processing unit; provide lead supervision to assigned staff; prioritize and coordinate work assignments; monitor and review activities to ensure that work is completed in a timely and accurate manner; perform the most complex information processing duties.

Evaluate operations and activities of the information processing unit; recommend improvements and modifications; prepare various reports on operations and activities.

Create production schedule and review with supervisor; review production schedule with staff; run production reports and ad hoc reports; run lists, rosters, labels, permits, diplomas, certificates, and awards on a routine basis and as requested; review for accuracy and conformity with standards; ensure delivery of material; revise existing reports and generate new reports.

Run data procedures for commencement; coordinate and review files with evaluation staff and graphics department; prepare mail merge for diplomas and other awards.

Run disqualification utilities and in-lieu procedures for incomplete grading; check for proper rollover of grades on transcripts.

Provide management and staff with specific reporting information; extract data from files for manipulation with advanced macros; develop data utility queries to extract reports or labels for various departments; run output que interface to re-direct procedures to different print ques.

Create and maintain databases; track and provide backup and system support.

Update Admissions and Records web page content; maintain and develop online documentation for unit functions and ATI imaging systems.

Assign profiles for ATI imaging system; provide support to staff operating scanner; contact and resolve problems with ATI help desk; utilize SQL commands to extract ATI data; maintain identifications.

Ping and trace router servers to determine IP address and communication interruption paths at specific network junctions; isolate and communicate problem to District Information Technology or Saddleback College Innovation and Technology Center staff.

Act as liaison with District Information Technology, Saddleback College Innovation and Technology Center, and appropriate vendors.

Ensure equipment is in good working order; set up computer hardware for employees as requested and map to all peripheral devices; troubleshoot network disconnections and perform minor repairs to correct mechanical problems; prepare work orders of a technical nature as necessary.

Provide technical support and training to Admissions and Records staff regarding equipment, applications, and system malfunctions; provide training and technical assistance for personnel on information technology equipment; answer questions and provide information and support to students, faculty, and staff on Admissions and Records technical issues including those regarding server and personal computer issues; investigate complaints and recommend corrective action regarding office activities.

Maintain a variety of records and files; maintain records related to problems including information regarding files affected, corrective action taken, resolution, and escalation; update records of information processing equipment usage and location.

Follow through with all necessary reporting, testing, and printing of data related to commencement, Awards Management system, nursing database, and others.

Maintain proper data backup and storage procedures.

Analyze clerical unit operations and provide recommendations on where state of the art improvements can be made to reduce workload and repetitive tasks by implementing streamlined procedures.

Maintain documentation on Admissions and Records automated functions including procedures manual.

Order, inventory, and maintain supplies and equipment; analyzes inventory levels for forms and cartridges; ensures adequacy of supplies to meet demands.

Serve as liaison with warehouse personnel, matriculation department, and other staff as necessary.

Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies.

Assist as needed in processing applications, adds/drops, and transcripts; process transactions, collect money, issue receipts; balance cash draw; process all other student requests.

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:

Operations, services, and activities of computer system support program area.

Computer systems and software applications; knowledge of those used in an admissions and records office at a community college is desirable.

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

WAN and LAN technologies, FTP protocols, parallel and serial ports, routers, repeaters, terminators, and general data communication principles.

Principles and techniques used in Web page maintenance including HTML coding, FTP file transfers, and related applications such as Dreamweaver or Frontpage.

SQL query clauses.

Database design understanding and principles.

Personal computer configuration and peripheral equipment capabilities.

Principles and procedures relating to information processing and record keeping.

Procedures and techniques of data entry and retrieval.

Methods and standards used in processing College paperwork.

Principles and practices used to establish and maintain files and information retrieval systems.

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

Basic mathematical concepts.

Work organization principles and practices.

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

Principles of lead supervision and training.

Ability to:

Learn admissions, records, enrollment, and registration policies and procedures for a community college.

Organize and manage multiple projects simultaneously.

Perform basic analysis of computer related problems and determine best resolution.

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

Maintain and update a web site.

Create tables, user forms, web access pages, and queries to extract data for reporting and calculations.

Understand the organization and operation of the functional area as necessary to assume assigned responsibilities.

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

Independently perform information processing duties and activities of a general and specialized nature in support of the assigned Admissions and Records functions.

Lead, organize, and review the work of assigned staff.

Analyze problems and identify alternative solutions.

Exercise initiative and sound judgment in solving difficult and complex administrative and technical problems within established procedural guidelines.

Develop recommendations for problematic areas and implement and monitor changes.

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.

Use sound judgment in recognizing scope of authority.

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

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.

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 two years of college level course work in management information systems, computer information systems, or a related field.

Experience:

Three years of increasingly responsible information technology experience including experience in an environment that has personal computers, web interfaces, and administrative or mainframe systems.

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.

Additional Information

$30.34/hr

Up to 25 hours per week

Schedule TBD

On-site only

This position is a short-term, temporary, hourly, Non-Bargaining Unit (NBU) assignment, not to exceed 160 days per fiscal year (July 1-June 30). The assignment is on an as needed basis, and may be shortened or extended at any time, due to departmental needs, with little to no notice. This recruitment will remain open until filled or withdrawn. Once you have submitted an application electronically, the current status of your application will be available to view at any time upon signing in under your personal username and password. Please do not call the Human Resources Office regarding the status of your application.

Employment with the South Orange County Community College District is contingent upon successful completion of the Human Resources pre-employment (“onboarding”) process. The Human Resources onboarding process may include, but is not limited to, successful completion of Live Scan fingerprinting (approx.. $70), I-9 completion, background checks, reference checks, TB testing, as well as completion of the online onboarding process. Failure to successfully complete any portion of the onboarding process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment information may result in withdrawal of any conditional job offer or termination of employment. Short term, non-bargaining unit (NBU) positions may only be used on an intermittent/seasonal basis. Ed. Code sect. 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.”

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. Documentation according to USCIS I-9 guidelines (i.e. ID card and Social Security card) must be presented at the time of hire. Per IRS regulations, a Social Security card must be presented at the time of hire.

Inclusion, Diversity, and Equity:

The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.

Our District and our colleges are 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 our District, 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, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.

Disability Accommodations: If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu .

NBU at-will employment: After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the District. 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.

Worksite: NBU employees are limited to working in a single position in one department/site

Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times.

160-day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work.

Payroll reporting period: The payroll reporting period is from the 15th of the first month to the 14th of the next month. NBU employees are paid on the 10th of the following month. Ex: Pay Period 01/15/22 through 02/14/22 will be paid on March 10th.

California Sick leave : NBU employees are eligible for California Sick leave per AB1522. Information regarding AB1522 is provided to all NBU new hires during the onboarding process.

Retirement information: NBU employees may not work more than 960 hours from July 1st-June 30th. 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 of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year.

Sexual Harassment/Discrimination: The District is committed to providing an environment that respects the dignity of individuals and groups; is free of sexual harassment, exploitation, intimidation, violence, and other unlawful discrimination, preferential treatment, and harassment, including that which is based on any legally protected characteristic.

Equal Employment Opportunity: It is the intent of the Board to establish and maintain within the District and all of its programs and activities a policy of equal opportunity in employment for all persons, and to prohibit discrimination, preferential treatment, or harassment based on sex, age, gender identity, gender expression, race, color, ethnic group identification, national origin, ancestry, religion, mental or physical disability, medical condition, genetic information, pregnancy, marital status or sexual orientation or because an individual is perceived as having one or more of the above characteristics.

Confidentiality: Confidentiality of student and staff information is protected under federal law. Any information regarding students or staff that might be accessed in the course of a work assignment through a computer, student file, or other documentation, is to be used strictly to perform my job duties and may only be shared with those who are authorized to have such information.

Mandated reporter: Child Abuse and Neglect Reporting: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred. Elder and Dependent Adult Abuse Reporting: It is the policy of the South Orange County Community College District to treat reports of violence against elderly persons or dependent adults as high priority criminal activity that is to be fully investigated regardless of the relationship between the victim and the suspect(s).

Campus Crime and Safety Awareness : Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in Human Resources upon request.

Drug-Free Environment: The District shall be free from all unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in all facilities under the control and use of the District. Any student or employee who violates this policy will be subject to disciplinary action, consistent with local, state, or federal law, which may include the referral to an appropriate rehabilitation program, suspension, demotion, expulsion, or dismissal.

Smoke Free District: It is the intent of the South Orange County Community College District to maintain an educational and workplace environment that is conductive to the health and safety of our students and employees. Realizing the health hazards posed by smoking and by second-hand smoke, it is policy of the South Orange County Community College District to maintain a smoke free environment for all district sites.

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 remote work. Thank you for your continued interest in working at the SOCCCD.

The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. More information can be found on our District 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. SOCCCD will not sponsor any visa applications.

DISABILITY ACCOMMODATIONS:

If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu .

CAMPUS CRIME AND SAFETY AWARENESS:

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

PLEASE NOTE:

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 this District 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 District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY:

The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.

Our District and our colleges are 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 our District, 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, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.

SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER

Important: You must make sure that you have completed your application for a posting by 11:59 p.m., Pacific Time, on the posting's Job Close Date, along with any required documents, in order to be considered for the position.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert