Admissions & Records Evaluation Technician

Recruitment #17-2596-001

Definition

Evaluates the academic records of incoming college students and of continuing students to determine probation, deficiencies, completion of graduation requirements, placement on honor lists, and eligibility for transfer to four-year institutions; explains evaluations and requirements to students and the public; and maintains various other records related to a student's academic standing.

Typical Duties

Reviews transcripts of college credits of incoming students and determines whether they meet entrance and curriculum requirements and whether their grades require probationary status.

Evaluates college courses taken at other colleges to determine whether credit should be granted and refers difficult cases to administrative staff.

Computes grade-point averages and determines students' status in regards to continuation, probation, disqualification, course substitution, and selective service exemption.

Issues and receives petitions for graduation, checks students' records to determine eligibility for certifications and degrees, and prepares lists of graduates.

Explains requirements, deficiencies, procedures, and transcript evaluations to students, faculty, and the public.

Notifies various college offices regarding students' status.

Effectively utilizes computer equipment and a variety of standard office software applications to compile data and prepare reports and correspondence concerning student admissions and records matters.

Utilizes specialized computer application programs used for applications, electronic transcripts, and degree audits.

Attends and participates in seminars, conferences, workshops, and other training sessions to learn about state and federal laws and regulations pertaining to Admissions and Records.

May maintain or oversee the maintenance of official cumulative records and fill requests for transcripts.

May maintain or oversee the maintenance and security of other files and records relative to students confidential data, courses, and course content in various colleges and universities.

May order diplomas, college catalogs, office supplies, and other materials.

May provide work direction and training to lower-level clerical staff and student employees.

Performs related duties as assigned.

Distinguishing Characteristics

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 changes, and graduation.  The work requires the ability to explain regulations and procedures to students.

 

An Admissions and Records Assistant performs a wide 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 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.

Supervision

Immediate supervision is received from a classified or administrative supervisor in the college admissions office.  May provide work direction to lower-level clerical staff and student employees.

Class Qualifications

Knowledge of:

College courses and classes needed to meet graduation and transfer requirements

Methods of obtaining data on course content in other colleges

 

Regulations governing registration procedures and credit evaluation policies at various colleges

 

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

 

Clerical practices and procedures

 

Principles of business English, punctuation, spelling, and grammatical usage

 

Letter, memorandum, and report formats

 

Recordkeeping procedures

 

Capabilities of computer systems, software, and hardware common to an Admissions and Records Office

Ability to:

Understand, interpret, apply, and explain the Admissions and Records rules and procedures of a college and the District

Read and evaluate course descriptions

 

Work independently in a high volume environment with recurring deadlines

 

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

 

Communicate effectively with individuals from various ethnic and socio-economic backgrounds

 

Communicate effectively orally and in writing

 

Make routine mathematical computations

 

Provide work direction to a small group of employees

 

Use proper spelling, punctuation, and grammar

 

Prepare reports and correspondence

 

Give clear and concise instructions

 

Maintain accurate and detailed records and files

 

Keep information confidential

 

Effectively utilize computer hardware and software in the performance of duties

 

Learn general and specialized computer applications

Entrance Qualifications

Education and Experience

Graduation from high school or its equivalent AND one year of full-time paid clerical experience in a college or university admissions office OR two years of full-time paid clerical experience with the Los Angeles Community College District.

Benefits

  • Medical and dental insurance and vision care plans are provided for employees and their dependents.
  • A $50,000 life insurance policy is provided free of charge for each employee.
  • New employees receive 12 full-pay days and 88 half-pay days of illness leave.
  • At least 15 paid holidays per year.
  • Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days.
  • Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
  • Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security.
  • Employee Assistance Program

Selection Process

The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

Reasonable Accommodations

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 his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.

 




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