Los Angeles Community College District

Performs a variety of specialized clerical duties in a college Admissions and Records Office related to student enrollment, progress, and status.

Explains the admissions and records policies and procedures of the college to students, staff, and the public in person, on the phone, or in written communications.

Distributes applications for college admission, checks applications for completeness and accuracy, and issues appointments to register.

Codes applications and inputs data into the student records information system.

Processes a wide variety of forms related to the admissions and records process such as graduation petitions, class drops and adds, records adjustments, general petitions, exclusion rosters, positive attendance forms, and directory cards.

Posts grades and grade changes to cumulative records.

Checks cumulative records for repetition of classes and other factors which require adjustment to the record.

Processes transcript requests.

Retrieves information, processes requests, and responds to routine student inquiries for verification of student enrollment, status, and records.

Operates a computer terminal to scan, input and retrieve information from a variety of specialized admissions and records computer application programs.

Effectively utilize standard office software applications to compile data and prepare routine reports, information and correspondence regarding students admissions and records matters.

Maintains the security of files and records containing confidential student data.

May attend and participate in seminars, conferences, workshops, and other training sessions pertaining to Admissions and Records.

May provide training and work direction to temporary registration staff and student employees.

May collect and account for fees paid by students in conjunction with the admissions and records process.

Performs related duties as assigned.

An Admissions and Records Assistant applies a working knowledge of the requirements and procedures of an admissions and records office in the performance of a variety of specialized clerical duties related to enrolling students and maintaining accurate and current records of students' academic status and progress.

An Admissions and Records Evaluation Technician applies judgment and specialized knowledge in the evaluation of academic records of incoming and continuing students for the purpose of determining eligibility for admittance, academic status change, and graduation. This work requires the ability to explain regulations and procedures to students.

An Admissions and Records Office Supervisor supervises and participates in the technical and clerical work in a college admissions and records office on the day shift at a smaller college or the evening shift at a larger college.

Immediate supervision is received from a classified supervisor or administrator in the college admissions office.  May provide work direction to temporary registration and student employees.

Knowledge of:

Basic policies and procedures of an admissions and records office

Customer service techniques for public contact in person, on the telephone, and in written communication

Clerical practices and procedures

Correct use of business English, punctuation, spelling, and grammar

Letter, memorandum, and report formats

Capabilities of computer systems, applications, and hardware used in the operations of an Admissions and Records Office

Recordkeeping procedures

Skill in:

Use of computers and standard office equipment

Impart and secure information pertaining to admissions and records tactfully and accurately

Assist students with filling out appropriate forms and applications

Work effectively and tactfully with students, faculty, staff, and the public

Communicate effectively with individuals from various ethnic and socioeconomic backgrounds and different levels of academic achievement

Give clear and concise instructions

Solve simple mathematical problems

Record data neatly and accurately in standard and electronic files

Critically review source data, detect, and correct errors

Use proper spelling, punctuation, and grammar

Work under the pressures of deadlines and frequent interruptions

Keep information confidential

Effectively utilize computer hardware and software in the performance of duties

Prepare routine correspondence and reports

Learn, apply, and explain the admissions and records rules and procedures of a college and the District

Learn general and specialized computer applications 

Education:

Graduation from high school or its equivalent.

Experience:

None is required. One year of full-time paid general clerical experience which included the use of computer equipment and public contact is desirable.

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.