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College of the Desert

Part Time Admissions and Records Technician

Salary:
Job Type:
Location:
Palm Desert, CA

Department:
Closing Date:
Job Number:
Description

BASIC FUNCTION

Under the direction of the Director, Admissions and Records perform specialized clerical duties in processing, evaluating and researching student records and academic transcripts for a variety of purposes including duties related to admissions, registration, evaluation, residency, special student applications, faculty final grades and rosters, and maintenance of student records requiring knowledge of State requirements affecting District funding; provide work direction in related areas to assigned staff; assist in planning and implementing departmental procedures; and do related work as may be required.

WORKING CONDITIONS

Environment

: Office environment. Constant interruptions.

EMPLOYMENT STATUS

Bargaining Unit Position, Range 8

This position is 12 months, 19.5 hours per week.

Weekly schedule listed as follow:
Tuesday 12:30 pm-6:00 pm

Wednesday 9:00 am-2:30 pm

Thursday 12:30 pm-6:00 pm

Friday 9:00 am-12:00 noon

Examples of Duties

REPRESENTATIVE DUTIES

• Work the front line counter in support of processing records as appropriate for student requests for copies of student records, registration, admissions, adds, drops, and related functions; review and evaluate requests for exceptions of registration, enrollment, adds, drops, repeats in preparation of Dean determination to assure completeness and compliance in accordance with state and District policies and guidelines; document after decision or transaction.


• Process and review of faculty rosters, final grade rosters, and related duties, review for completeness, accuracy and compliance to state and federal standards and according to district policies and procedures ; distribute communication to faculty and students regarding drops, census, and enrollment; work confidentially with student records.


• Communicate in person or on the telephone with students, faculty, staff and the public to explain and assist with fees, student records, enrollment, registration procedures for telephone or on-line systems, final grading, instructor rosters (hard copy or online),train and assist faculty and staff in the use of final grades systems ; and notify students and faculty of outstanding materials in accordance with District, state and federal rules, regulations, policies and procedures.


• Oversee and maintain the computerized grade and attendance collections system and forms inventory system for class reports and records; maintain student database, printers and supplies used in grade and attendance reporting; identify and notify instructors who need to submit grades. Prepare folders for instructors that maintain the records of, census, final grade rosters, positive attendance, and permanent class rosters. Coordinate and maintain the annual calendar needed to distribute rosters for beginning, census, clean up rosters, positive attendance, prepare and disseminate a schedule of reporting dates according to established procedures.


• Monitor and research positive attendance reporting; prepare and disseminate overdue notices and a schedule of reporting dates according to established procedures. Analyze research and resolve questions or concerns related to students on roster, added or dropped classes or other related issues.


• Receive and audit permanent class and census rosters; organize and maintain class record files on a term basis; follow-up on overdue reports with faculty and supervisors as necessary.


• Process and maintain student records including address, telephone or other changes; update student database and verify accuracy; notify students and file documentation.


• Operate a variety of office machines including a computer and related software. Utilize document imaging equipment for applications, registration forms and a variety of support documentation.


• Research past student records related to registration, enrollment or educational progress as requested.


• Coordinate and complete functions associated with document imaging


• Process, account and balance fees and refunds; receive and count individual cash supply received from Business Office; identify and correct errors.


• Assist in the selection and training of staff and others; provide work direction and guidance.


• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES

Knowledge Of:
Specialized functions, activities and operations of admissions, enrollment, registration, grading, attendance collection and reporting according to state, federal and District rules and regulations related to student residency requirements, general education certification and certificate programs; including applicable Education Code requirements; modern office practices, procedures and equipment; record-keeping techniques; operation of a computer and applicable software including word processing, spreadsheets and email and data entry techniques; oral and written communication skills; interpersonal skills using tact, patience and courtesy; financial record-keeping procedures, methods, practices and terminology.

Ability To

: Perform clerical and public contact work in support of the Admissions and Records functions; operate a computer and assigned software including database management, word processing, spreadsheets and email; communicate effectively both orally and in writing; maintain records and prepare reports; understand and follow oral and written instructions; learn, interpret and communicate policies, guidelines, regulations and laws to staff, students and public and exchange information; prioritize and schedule work; post and make arithmetic computations and data rapidly and accurately; operate a ten-key calculator; meet schedules and time lines; establish and maintain cooperative and effective working relationships with others; work confidentially with discretion; sit or stand for extended periods of time; bend at the waist, kneel or crouch.

Minimum Qualifications

EDUCATION AND EXPERIENCE

Any combination equivalent to: graduation from high school and three (3) years of increasingly responsible office clerical experience.

Supplemental Information

REQUIRED DOCUMENTS

•

Resume:
Must include length of employment (month/year start & end dates) for each employer.

•

Cover Letter:
Please address how you meet the minimum requirements for this position and any special qualifications you possess.

•

List of References

: References should include

at least

two supervisors and two colleagues. Please include name, title, email and current phone numbers. Letters of reference will not be accepted in lieu of the required List of References.

•

College Transcripts

(If applicable): Diplomas will not be accepted in lieu of the required transcripts.

To apply, visit: http://apptrkr.com/802892

If you are a person who thrives in a diverse environment, who values integrity, respect, student success, and professionalism, we welcome and encourage you to apply.

Employment selection and related decisions at College of the Desert are made without regard to sex, race, age, disability, religion, national origin, sexual orientation, color or any other protected class.

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DEFINITION:

Under general supervision, assists in the design, development, analysis, implementation and maintenance of new and existing technology and information systems; participates in the activities related to the development of specialized computer applications, workstation customization, installation, server management, and end-user support; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Network Administrator is a journey level class responsible for implementing and maintaining new and existing technology and information systems, including new hardware and software. The incumbent is expected to independently perform the full scope of assigned duties. The classification is distinguished from the next higher classification of Information Technology Manager in that the latter has overall responsibility for the City’s information systems.

Duties:

ESSENTIAL FUNCTIONS:

Analyzes researches and prepares complex reports on a variety of subjects.

Installs hardware and software applications.

Installs, configures, and maintains network equipment (routers, switches and firewalls).

Strong working knowledge of virtualization platforms and infrastructure.

Provides general maintenance and repair of microcomputer hardware.

Effectively applies technical knowledge of microcomputer systems software and hardware in assistance and support of users.

Supervises and instructs personnel on the use of programs and equipment. Develops operation procedures.

Maintains technical libraries and documentation files.

Analyzes complex user problems, evaluates alternatives, and resolves problems effectively.

Prepares clear and concise program documentation, user procedures, reports of work performed, and other written materials.

Elects and recommends a variety of appropriate applications for staff.

Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the Information Technology Manager. Incumbents may exercise technical and functional supervision over assigned staff.

OTHER DUTIES:

Assists with budgets for special projects as assigned.

May respond to after hour calls as required.

Performs other related duties as required.

Qualifications:

(The following are minimal qualifications necessary for entry into the classification.)

Education:

The required qualification is to possess a Bachelor’s degree from an accredited college or university in Data Processing, Computer Sciences, Information Systems, or a related field.

Experience:

The required qualification is to possess three years of experience relating to LAN and WAN maintenance

License/Certificate:

Possession of a valid Class C California driver’s license. Industry certifications are highly desirable and may be required depending on assignment.

Additional Information:

KNOWLEDGE:

Principles, practices and methods of managing computer information systems; operating principles, procedures, and characteristics of standard computer hardware, software, and related terminology; spreadsheets, word processing, database management, and graphics using various microcomputer standard software; computer programming related to specialized hardware and/or software; computer troubleshooting principles and practices; applicable federal, state, and local laws, codes, and regulations; policies, procedures, and techniques of computer operations; computer utilities, software, and hardware and application support; computer system licenses and system security protocols; related computer systems maintenance; general maintenance, repair and operation of computer systems; methods and techniques of scheduling work assignments; standard office procedures, practices, and equipment; modern office practices, methods and equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; occupational hazards and standard safety practices.

SKILLS:

Operate an office computer and a variety of word processing and software applications; operate various equipment, communication, and network systems.

ABILITIES:

Identify and resolve problems with computer hardware and software; set up, install, maintain, and operate computer hardware and software; find solutions for network connectivity, including Internet access; diagnose, troubleshoot, analyze problems, and identify solutions for communication and network systems; understand emerging technology and its application to City services; train employees in hardware and software applications; perform mathematical calculations quickly and accurately; interpret, explain and apply applicable laws, codes and regulations; read, interpret, and record data accurately; organize, prioritize, and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; respond to computer infrastructure emergencies; analyze a complex issue and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.

***DISCLAIMER: The City reserves the right to accelerate or extend the “Closing Date” of open positions at any time, dependent upon the number of applications received. The City is in compliance with the Americans with Disabilities Act and will make all reasonable accommodations for the disabled to participate in employment programs and facilities. Women, minorities, and disabled individuals are encouraged to apply. The finalist candidate must pass a pre-employment background, physical and drug screen.***