Admissions and Records Technician (Noncredit)

Company: Santa Barbara City College
Location: Santa Barbara
Posted on: September 3, 2024

Job Description:

Admissions and Records Technician (Noncredit)

Salary: $58,642.00 - $71,437.00 Annually
Job Type: Classified Staff
Job Number: 137
Closing: 9/16/2024 11:59 PM Pacific
Location: Santa Barbara, CA
Department: Noncredit Admissions and Record Wake & Schott

Basic Functions

Under the direction of the Admissions & Records Supervisor, perform a variety of clerical duties involved in the review, verification and processing of student enrollment forms, applications and documents; serve as an informational resource to students, personnel and the public concerning student enrollment functions; maintain related student records and files.

DISTINGUISHING CHARACTERISTICS:

The Admissions & Records Technician performs a variety of clerical duties involved in the review, verification and processing of student enrollment forms, applications and documents. Incumbents work under general supervision. The Senior Admissions & Records Technician oversees office activities during an evening shift. Incumbents work independently in the preparation, distribution, review, verification and processing of student petitions and grade, temporary, permanent, drop and positive attendance rosters.

Representative Duties

ESSENTIAL DUTIES:
Receive and process student enrollment forms and applications; review forms and applications to assure accuracy and completeness; verify and compile residency and other student information and complete forms as needed; identify and correct application errors as needed.

Serve as an informational resource to students, staff and the public concerning student enrollment functions; respond to inquiries and provide information concerning related forms, applications, guidelines, requirements, policies and procedures.

Establish and maintain student records and files including enrollment and application information; transfer and purge student files as needed; generate and distribute transcripts and other student records as requested; duplicate and distribute materials as needed; maintain various logs as required.

Review, verify and process online enrollment requests including automated application and related correspondence as assigned; provide students with online enrollment support as needed; process special petitions, drop requests and student address and information changes.

Perform a variety of clerical duties related to assigned functions; answer telephones; greet and assist students and other visitors; prepare and distribute forms, correspondence and other documents as needed; pick up, sort and distribute mail as required; prepare bulk mailings as assigned.

Assist students with completing forms and applications as needed; assist with resolving student application, enrollment and registration issues, conflicts and discrepancies; contact students, other departments and outside agencies to request and verify transcripts and information as needed.

Input enrollment data into an assigned computer system; establish and maintain automated records and files; assure accuracy and completeness of input data; initiate queries and generate computerized reports as required.

Communicate with College personnel, students and various outside agencies to exchange information and resolve issues or concerns.

Operate a variety of office equipment including a copier, fax machine, computer and assigned software.

Train and provide work direction and guidance to staff and student workers as directed; assign duties and review work for accuracy and completeness.

Participate in a variety of other assigned activities such as assisting with registration functions, depositing funds, processing grades, maintaining office supply inventory, verifying athletic eligibility, processing subpoena requests and assisting with the photo identification station.

OTHER DUTIES:
Perform related duties as assigned.

Education and Experience

EDUCATION AND EXPERIENCE
Any combination equivalent to: graduation from high school supplemented by college-level course work in business or related field and three years of general clerical or related experience involving statistical and record-keeping and frequent public contact.

Sensitivity to and understanding of the diverse academic, socio-economic, cultural, disability, and ethnic backgrounds of Community College Students.

PREFERRED QUALIFICATIONS
Bilingual English/Spanish strongly preferred

Knowledge of computer softwares and ability to teach others Experience working with diverse demographicsGood customer service skills and adaptabilityAbility to meet deadlinesAbility to work independently and collaborativelyIncreasingly responsible technical experience, including previous experience in an office setting
WORKING HOURS:
Monday-Friday 8:00 am - 4:30 pm with the possibility of evening shifts depending on department needs.

Hours may vary, 12 months per year, plus fringe benefits; 6 month probation period. All work schedules and work assignments are subject to change based on the needs of the college.

SALARY INFORMATION:
The current salary schedule range for the Admissions & Records Technician is Salary Table 29, Range 25 $58,642-$66,335. Nine step salary range continues to a maximum of $71,437. Initial salary placement based on experience with annual advancement to the next higher step.

Knowledge and Abilities

KNOWLEDGE OF:
General practices, procedures and technical involved in the processing of enrollment forms and applications and related student registration activities.
Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
Oral and written communication skills. Record-keeping and filing technical.
Modern office practices, procedures and equipment.
Methods of collecting and organizing data and information.
Data control procedures and data entry operations.

ABILITY TO:
Perform a variety of clerical duties involved in the review, verification and processing of student enrollment forms, applications and documents.
Review forms and applications to assure accuracy and completeness.
Serve as an informational resource to students, staff and the public concerning student enrollment functions and related forms, applications, guidelines, requirements, policies and procedures.
Learn policies and objectives of assigned program and activities.
Establish and maintain student records and files including enrollment and application information.
Utilize a computer to input and update data, and maintain automated records and files.
Perform a variety of clerical duties related to assigned functions.
Type or input data at an acceptable rate of speed.
Understand and follow oral and written instructions.
Meet schedules and time lines.
Compile, assemble, verify and prepare data for records and files.
Complete work with many interruptions.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Operate a variety of office equipment including a computer and assigned software.

WORKING CONDITIONS:
ENVIRONMENT:

Office environment.

Constant interruptions

PHYSICAL DEMANDS:

Dexterity of hands and fingers to operate a computer keyboard.

Hearing and speaking to exchange information.

Seeing to read a variety of materials.

Sitting or standing for extended periods of time.

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

Reaching overhead, above the shoulders and horizontally

GENERAL REQUIREMENTS (Upon Offer of Employment):

• The selected candidate must be fingerprinted and tested for tuberculosis prior to the start of employment.
  
• The Immigration Reform and Control Act of 1986 requires verification of identity and the right to work in the United States.
  
• Selected candidates must be able to perform essential functions of the position with or without reasonable accommodations.
  
• Proof of college coursework or degrees indicated will be required of selected candidates.
  
• All offers of employment are subject to approval by the Board of Trustees.
  
  
  REQUIRED APPLICATION DOCUMENTS:
  
  (The following required documents must be submitted electronically via the online application system.)
  
• Online District Application form at
  
• Within the online application is a required supplemental question on diversity. The committee will be reviewing your answer as part of the screening process. Please take your time and answer the question thoroughly.
  
• Letters of reference are not required for this recruitment. Please do not submit reference letters within your online application.
  
• Within the online application, there is a required section to list five references. These references will be contacted if you are selected as a finalist for the position. These references should be able to critically assess your work qualifications and job performance
  
  
  Additional Instructions:
  If you experience technical difficulties attaching any of your documents electronically, please contact Human Resources for instructions. If you do not have a scanner, there are commercial facilities available to assist you with this process. All required documents must be submitted with your electronic application by the application deadline or your application will be considered incomplete and will not be considered.
  
  Application Procedure:
  To be considered for this position, a complete online application including all required application documents (listed above) must be submitted via by the application deadline (please see instructions to applicants). It is important that the online District Application form (Item #1) be complete and specific to fully indicate the education, experience and other qualifications of the applicant. "See Resume" is not acceptable.
  
  If you apply for more than one position, copies of all the required documents must be attached separately for each position. Applications and all documents submitted become the property of SBCC and are retained electronically.
  
  Selection Procedure:
  
  The selection committee, who will recommend candidates for personal interviews at SBCC, will initially review online applications. After the initial interviews have been conducted, the committee will recommend the top candidates to the hiring manager for a final interview. The successful candidate's name will then be presented to the Board of Trustees for final approval and authorization to hire. Candidates will participate primarily in remote interviews and in some instances final interviews may be conducted in person while observing all health and safety protocols as approved by the Santa Barbara County Health Department.
  
  Accommodation for Applicants with Disabilities:
  
  If you are selected for an interview and need special services or facilities to participate in the interview, please contact Human Resources. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.
  
  SBCC is an equal opportunity employer committed to nondiscrimination on the basis of national origin, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics, consistent with applicable federal and state laws. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.
  
  - EQUAL OPPORTUNITY - TITLE IX EMPLOYER
  
  
  
  To apply, visit
  
  
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Keywords: Santa Barbara City College, Santa Barbara , Admissions and Records Technician (Noncredit), Professions , Santa Barbara, California