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Admissions and Records Specialist I - P/T (one or more positions)

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Please see Special Instructions for more details.

METHOD OF APPLICATION: Complete and submit an application online at http://jobs.socccd.edu login page. INCOMPLETE applications will not be considered.
1. ALL SECTIONS of the application must be completed (do not state “see resume” and do not leave any blanks).

    a. List relevant experience. b. Specify assignment details for each job listed. c. Provide a minimum of three (3) professional references.
2. Submit a resume, cover letter, and one recent letter of recommendation.
All submitted materials become the property of the South Orange County Community College District and will not be returned, will not be copied, and will be considered for this position only. Applicant bears the sole responsibility for ensuring the application is complete when submitted. Any supporting application materials must reference the job opening ID number.


DEADLINE FOR APPLICATION: Application must be posted to the position and materials must be received by the specified closing date. Applications and supporting documents received after the closing deadline will not be accepted. Applications submitted via fax or email will not be accepted.


NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.

PLEASE NOTE: This position is under the California Public Employees Retirement System (CalPERS). Anyone retired from CalPERS accepting employment with this District will be required to reinstate as an active member of CalPERS. Please contact CalPERS for additional information on reinstatement to an active member. Additionally, any active member of California State Teachers Retirement System (CalSTRS), who accepts employment with this District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Posting Details

Position Information

Link to job brochure:
Classification Title Admissions and Records Specialist I
Job Category: Classified Staff
Job Open Date: 09/08/2017
Job Close Date: 09/27/2017
Initial Screening Date
Position ID: P0002727; P0002617
Job Open ID: REQ5955: REQ6457
Position Title: Admissions and Records Specialist I - P/T (one or more positions)
Location 20-Saddleback College
Department Administration (SC-030-000)
Term: 12 Months/Year
Salary Schedule Link: Click here for current Salary Schedules
Pay Basis: Monthly
Pay Range: 116
% of Range: 62.50%; Starting salary is $2,178.75/month
Hours per week: 25
Work Schedule Mon.-Fri.; 9:00 am - 2:00 pm
Receives Benefits: No
Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Position-Specific Benefits:
Additional Position Information:

Additional Information

Summary Description:

Under supervision from assigned supervisory or management staff, performs a variety of routine technical and clerical duties in support of the Admissions and Records functions including in the areas of student registration and admissions and records data and information input, retrieval, and maintenance; and responds to questions and requests for information from students, staff, and the general public received by phone, e-mail, or in-person.

Distinguishing Characteristics:

Classifications within the Admissions and Records Specialist series are distinguished from each other by the diversity and complexity of assigned duties and level of responsibility. Positions assigned to the Admissions and Records Specialist I level perform the more routine/less complex duties that are of a more limited scope than those assigned to positions at higher levels within the series including assisting students in filing various forms.

Representative Duties:

The duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Please see Job Duties for details.

Knowledge of:

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles, practices, and procedures of record keeping.
Basic principles and practices used to establish and maintain files and information retrieval systems.
Basic principles and techniques used in public relations including methods and techniques of proper counter, receptionist, and telephone etiquette.
Basic mathematical concepts.
Basic accounting procedures.
Work organization principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Learn and understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
Learn, understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Learn the methods and standards used in processing College paperwork.
Perform a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office.
Respond to requests and inquiries from students, staff, or the general public; effectively present information in person or on the telephone to students, staff, or the public.
Balance accounting ledgers and prepare monies for deposit.
Use sound judgment in recognizing scope of authority.
Type or enter data at a speed necessary for successful job performance.
Compile and organize data and information.
Maintain filing and record-keeping systems.
Exercise good judgment in maintaining information, records, and reports.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education/Training:

Equivalent to the completion of the twelfth grade supplemented by specialized office-related training or course work.

Experience:

Two years of general clerical experience including one year of customer service experience involving the operation of a computer.

License or Certificate:
Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:

Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Additional Position Information:

METHOD OF APPLICATION: Complete and submit an application online at http://jobs.socccd.edu login page. INCOMPLETE applications will not be considered.

1. ALL SECTIONS of the application must be completed (do not state “see resume” and do not leave any blanks).

    a. List relevant experience.
    b. Specify assignment details for each job listed.
    c. Provide a minimum of three (3) professional references.

2. Submit a resume, cover letter, and one recent letter of recommendation.


All submitted materials become the property of the South Orange County Community College District and will not be returned, will not be copied, and will be considered for this position only. Applicant bears the sole responsibility for ensuring the application is complete when submitted. Any supporting application materials must reference the job opening ID number.


DEADLINE FOR APPLICATION: Application must be posted to the position and materials must be received by the specified closing date. Applications and supporting documents received after the closing deadline will not be accepted. Applications submitted via fax or email will not be accepted.


NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.

PLEASE NOTE: This position is under the California Public Employees Retirement System (CalPERS). Anyone retired from CalPERS accepting employment with this District will be required to reinstate as an active member of CalPERS. Please contact CalPERS for additional information on reinstatement to an active member. Additionally, any active member of California State Teachers Retirement System (CalSTRS), who accepts employment with this District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Additional Classification Information:
Position Specific Benefits:

The District provides California Public Employees Retirement Systems (CalPERS) retirement, sick leave, personal necessity leave, vacation and holiday benefits for part-time bargaining unit employees.

Job Duties

Job Duties

Duties and Responsibilities

Respond to telephone, email, and personal inquiries regarding registration, application, residency, high school permits, telephone and internet registration and applications, transcripts, and course schedules; disperse forms and answer general information questions; refer complex questions to higher-level admissions and records staff.

Duties and Responsibilities

Receive application forms; review for accuracy; input into computer terminal; assign identification number; schedule appointments.

Duties and Responsibilities

Accept transcripts, verification forms, reclass of residency forms, and related forms; receive special petition forms including general petitions, illegal repeat forms, readmission after dismissal forms, applications for certificates or Associate degree, and other forms; process special request for registration; accept and process student data changes.

Duties and Responsibilities

Make matriculation appointments and refer questions regarding the matriculation process and testing results to the Matriculation Office.

Duties and Responsibilities

Assist students in filling out transcript request forms, add/drop cards, petitions, grade requests, and other Admissions and Records forms; input information into computer terminal.

Duties and Responsibilities

Collect fees; input/post charges, cash/check/bankcard transactions/payments, and other information to student accounts; issue receipts; close out and balance registers; prepare monies for bank deposit by reconciling funds and closing accounting pages.

Duties and Responsibilities

Process on-line registration, drops, and adds; respond to inquiries made through the web pages.

Duties and Responsibilities

Monitor enrollment of courses; notify students of filled, canceled, or changed classes.

Duties and Responsibilities

Receive grades and grade changes from instructors.

Duties and Responsibilities

Process, scan, and input student documents into the document imaging management system; prioritize the scanning of documents; separate documents by type and prepare documents for scanning; scan, index, and post documents and information including applications, residency documentation, incoming transcripts, high school permits, evaluations, petitions, test scores, and other documents; review scanned materials for accuracy and clarity; file or dispose of documents when posted; troubleshoot basic system problems as necessary.

Duties and Responsibilities

Retrieve, open, sort, and distribute mail for the department; respond to inquiries related to assigned area.

Duties and Responsibilities

Order, stock, and maintain office supplies including needed forms; file and stock class schedules, applications, data change forms, add and drop forms, and related forms; maintain counter inventory sheets.

Duties and Responsibilities

May assist in the training of new specialists in various procedures including counter, scanning, and related procedures and processes.

Duties and Responsibilities

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

Duties and Responsibilities

Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

Duties and Responsibilities

Perform related duties as required.

Documents Needed for Applying

Required Documents
  1. Resume / CV
  2. Cover Letter
  3. Letter of Recommendation 1
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. Does your experience include at least two years of general clerical experience?
    • Yes
    • No
  2. Does your experience include one year of customer service experience involving the operation of a computer?
    • Yes
    • No
  3. Do you have experience with scanning and inputting documents in a document imaging system?
    • Yes
    • No