Admissions and Records Technician 2

Coast Community College District

Orange Coast College


Admissions and Records Technician 2

Job# O-006-17

Salary $44,076.00 - $53,736.00 Annually

Deadline: 11/28/16 


Complete job description and application available online at:


Under the general supervision of the Director of Admissions, Records,& Enrollment Technology to utilize independent judgment and initiative in performing diversified functions in support of the overall operations in the Enrollment Center.



The Admissions & Records Technician II performs more diversified functions with delegated responsibility for specific admissions and records activities. Positions in this class require experience in admissions and records and the ability to operate using independent judgment and initiative to interpret state and federal laws and guidelines. The Admissions & Records Technician II is also responsible for providing students, faculty, and other staff members with information about registration, admissions, and student records, in accordance with District policies and state and federal guidelines. Technicians are expected to become familiar with general duties, specific departmental duties, and other departments' functions.


EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

1. Perform a broad range of admissions and record functions in the areas of admissions & student records.

2. Participate in activities such as transcript evaluations, residency determination, veteran's certification, specialized registration activities, and various admissions and records functions.

3. Communicate with other colleges and respond to questions or issues regarding assigned activities from students, faculty and staff.

4. Coordinate and distribute information to various offices and personnel and other related materials;

5. Perform data entry.

6. Interpret and apply state policies and regulations that pertain to admissions and records,

transcript evaluations and residency determination.

7. Maintain accurate files and documentation in accordance with state and federal regulations including applications, residency information, veteran's DD-214 and certification paperwork, rosters, grade change and incomplete grade cards, and various other types of documentation.

8. Conduct Orientations and or briefings for First time Freshman and new Veteran Students as needed.

9. Work with Supervisor to coordinate registration activities, fee payments and communications with students, staff and third party vendors.

10. Participate in the preparation, maintenance, and distribution of various forms and instructions with regards to the various areas of assignment.

11. Respond to questions from other employees, students, and faculty and refer as necessary.

12. Operate a computer for data entry and use a variety of computer applications for word processing, record keeping and reporting, email correspondence, and spreadsheet preparation.

13. Compile data and prepare basic statistical reports as directed.

14. Receive and answer inquiries regarding admissions and records functions and independently prepare correspondence in response to routine matters.

15. Operate a variety of modern office equipment including a computer, copy machine, fax machine, calculator, microfilm, and optical imaging system.

16. Apprise supervisor of unusual requests and/or exceptions to procedures regarding assigned area of responsibility.

17. Research document and/or institutional errors and initiate appropriate corrective action.

18. Participate in special projects as requested and attend meetings as assigned.

19. Communicate with various Military entities, including, but not limited to GoArmyEd, Veterans Administration, California State Approving Agency for Veterans Education, (CSAAVE), etc.

20. Perform other related duties as assigned.



Knowledge of:

• Methods, practices, terminology, and procedures used in admissions and records.

• State and Federal laws, codes, and regulations concerning admissions and record functions.

• Interpersonal skills using diplomacy, tact, and patience.

• Recordkeeping techniques.

• Modern office practices, procedures, and equipment.

• A variety of computer applications for word processing, database management, email correspondence, and spreadsheet programs.


Ability to:

• Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high-quality services.

• Demonstrate clear evidence of sensitivity to an understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

• Perform diversified functions in support of the overall admissions and records functions, including admissions, records, and registration activities.

• Prepare and maintain reports.

• Ensure compliance with District, State and Federal regulations and laws regarding admissions and records functions, including Title 5 Administrative Code, the Student Attendance Accounting Manual, the California Education Code, Veterans Administration, California State Approving Agency for Veterans Education, (CSAAVE) and FERPA law.

• Learn, apply, and explain rules, regulations, policies and procedures of assigned areas of responsibility, including District/College organization, operation, and objectives.

• Analyze situations accurately and adopt an effective course of action.

• Provide information and assistance to employees, students, and faculty.

• Provide high quality customer service to students, faculty, and staff.

• Update and maintain a wide variety of files and records, including confidential materials.

• Type and perform data entry accurately at an acceptable rate of speed.

• Operate a variety of modern office equipment including a computer, copy machine, fax machine, calculator, microfilm, and optical imaging system.

• Distribute forms and review for completion and compliance with requirements and deadlines.

• Plan and organize work to meet schedules and timelines.

• Establish and maintain cooperative and effective working relationships with others.


Education and Experience:

At least three years of responsible clerical experience, preferably including at least one year in admissions or records.

• Or, any combination of education and experience that would provide the required equivalent qualifications.



Bilingual ability.

• Experience with Veteran administration and eligibility for benefits.

• Experience working with Veteran students.

• Experience with College Admissions & Residency determination

• Experience with Title 5, Education Code, & Board Policies


Conditions of Employment

This is a full time, categorically, temporarily funded 12 month per year position. The normal hours of work are to be arranged between 9:00 a.m. and 5:00 p.m., Monday through Friday. The effective date of employment will be arranged with the supervisor.


Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 ).


The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individual's interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.



All movement on the salary schedule will occur July 1 of each year for all classified employees.


Additional Information


Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714 or (714) 438-4716.


All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.


Application Requirements:

To be considered for employment you must submit a complete application packet. A complete application packet includes:

1. A complete Classified/Management Employment Application.

2. A current resume.

3. A cover letter highlighting your qualifications for the desired position.

4. Answers to Supplemental Questions.


To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview. If any travel is required for an applicant to participate in person during the interview process, this will be done so at the candidate's own expense.


Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name.


Disability Accommodations: If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4713.




Office environment.

Constant interruptions.

Dexterity of hands and fingers to operate a computer keyboard.

Hearing and speaking to provide training and exchange information in person and on the telephone.

Sitting or standing for extended periods of time.

Seeing to read a variety of materials.

Bending at the waist, kneeling or crouching to file and retrieve materials.

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

A detailed list of physical demands and work environment is on file and will be provided upon request.


Coast Community College District is an Equal Opportunity Employer