Position TitleAdmissions/Records Assistant II (San Ramon Campus)
Special Instructions to Applicants
NOTE: New employees will be placed at the first step which is $3,588 per month. Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on an annual basis, until the maximum step of $4,371 per month is reached on the salary schedule.
It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.
Recruitment Type:Open (Internal and External applicants)
LocationSan Ramon Campus
# of Openings1
Salary$3,588.00-$4,371.00 per month (see salary guidelines above)
Overtime StatusExempt (not eligible)
If temporary, employment duration:n/a
# of Hours Scheduled Per Week40
Work Schedule By Day and Work Hours
Non-Peak Hours (typically Early January, March, June, July and October):
Monday – Thursday
7:45am – 6:45 pm
Peak Hours (Typically late January, February, April, May, August, September, November and December)
Monday – Thursday
9:00am – 6:45 pm
8:30 am to 1:30pm
Shift Differential %n/a
# of Months12
EEO Job CategoryClerical/Secretarial
DepartmentS1051- SRC Administrative
To perform a variety of clerical and technical duties in the areas of student registration, admissions and records input, retrieval and maintenance.
Admissions/Records Assistant I – Positions assigned to classification are generally task focused and consistent on a day-to-day basis. Employees in this position may be required to provide general and specific information at a student service counter, as well as to perform general clerical duties.
Admissions/Records Assistant II – Positions assigned to this classification are distinguished from that of Admissions/Records Assistant I by specialization in an area such as the interpretation or application of federal or District regulations.
Admissions/Records Assistant, Senior – Positions assigned to this classification perform the more difficult admissions/records tasks and provide technical or functional supervision and assistance to less experienced personnel.
Admissions/Records Assistant, Lead – Positions in this classification will help train and coordinate admissions/records personnel. Employees in this position serve as an assistant to the Director of Admissions/Records and provides on-going technical and functional lead supervision to the office staff.
Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following:
Registers students into classes by accurately inputting student and class information into the Enterprise Resource Planning (ERP) System.
Receives admissions and enrollment forms; reviews for accuracy; processes applications.
Assists students in filling out forms; collects and records fees; processes incoming requests; assists students resolving transcript issues; sends transcripts to students and colleges.
Provides information to students, faculty and other departments regarding registration and admission procedures and other general information.
Assists students with and processes online registrations, drops and additions; collects and accounts for money; issues receipts; closes out and balances cash drawer.
Coordinates the athletic eligibility assessment process, communicating with staff and faculty in athletics department.
Codes and processes out-of-state and International student applications; notifies students of their non-resident status; maintains records of out-of-state or International student tuition fees.
Certifies the enrollment of students eligible to collect veterans’ benefits; interprets and applies state and federal regulations governing the collection of V.A. benefits; maintains records.
Maintains and runs a variety of reports on a daily basis.
Performs necessary transactions that involve correcting student academic records; recalculates grade points and semester units; enters academic notations on student records; and posts credit by examining classes and grades.
Responds to requests from other educational institutions, housing, Employment Development Department, student loans, and other agencies involving the verification of student status and records.
Collects, records and logs subpoenas directed to the Custodian of Records.
Generates late add codes for faculty to retrieve online; accesses system to print and distribute census rosters throughout the semester, and produces duplicate copies as necessary.
Creates, maintains, distributes and verifies records of weekly, daily, and positive attendance rosters; calculates hours and input changes into database; inputs grades on rosters.
Answers phones acting as the first point of contact, providing information on admissions, registration and student records.
Prepares routine correspondence and departmental materials; opens, processes and distributes incoming mail; maintains office supply inventory; establishes and maintains administrative files and records.
May support other Student Services programs by preparing reports and paperwork required for program administration; scheduling appointments; monitoring check-in; and maintaining electronic schedules.
Supervises and trains student assistants; may assist in selecting student assistants.
Performs related duties as assigned.
EXPERIENCE AND TRAINING
Two (2) years of experience in a college admissions and records or other student services office.
EDUCATION/LICENSE OR CERTIFICATE
Possession of a high school diploma/GED or the equivalent.
Minimum Qualification-Knowledge Of
State and federal regulations, and District policies and procedures.
Methods of cash handling and cash reconciliation.
Current business practices relevant to the department of Admissions and Records.
Communicate effectively, both orally and in writing.
Modern office procedures, practices and technology/equipment.
Modern software applications (e.g. Microsoft Office Suite, etc.).
Record keeping principles and procedures.
Minimum Qualification-Skill To
Interpret and communicate rules, regulations, and policies regarding admissions and records, and apply to daily operations.
Train and supervise assigned student assistants or other part-time, temporary employees.
Operate and enter data into a computer accurately.
Serve students, staff and colleagues in a helpful, empathetic, professional manner.
Adapt to changing circumstances, multi-task and handle stressful situations.
Make mathematical calculations accurately.
Work on complex software systems for inputting and monitoring student records.
Keyboard with accuracy.
Understand and independently carry out both oral and written instructions.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
• Demonstrated commitment to fostering and providing a student-focused customer service experience.
• Experience using technology to assist students as well as input and track data.
• Experience disseminating information and explaining policies and procedures.
• Experience working in a student services office at a college.
Job Open Date:01/13/2020
Job Close Date:02/10/2020
Open Until FilledNo
Foreign Degree and Credit Statement:
In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.
About the District
The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.
Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.
As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 52,088 students a year, in 2017-18 fiscal year the demographic make-up of the students was 10% Black/African American; 17% Asian/Pacific Islander; 33% Hispanic/Latino; 29% White/Caucasian; and 11% Other.
The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.
Contra Costa College
Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 69 years. Most of the 10,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.
Diablo Valley College
DVC is committed to increasing student success. The college has distinguished itself as one of the nation’s most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVC’s career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.
Los Medanos College
Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.
Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.
Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.
Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).
Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.
Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50.
For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:
Classified Employees Local 1 Contract (Article 20-Benefits):
Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
All job offers of employment are conditional upon the applicant’s satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to email@example.com. For administrative purposes, requests must be made at the time of application.