FT Admissions and Records Technician II (Categorically Funded)

Cerritos College

FT Admissions and Records Technician II (Categorically Funded)

Salary: $64,085.52 – $77,014.44 Annually
Job Type: Full Time
Job Number: Admissions & Rec Tech. II -24
Closing: 3/14/2024 11:59 PM Pacific
Location: Norwalk, CA
Department: Admissions & Rec Tech. II -24
Division: Enrollment Services


Equity and Diversity
The District is strongly committed to achieving staff diversity and the principles of equal opportunity employment. The District encourages a diverse pool of applicants and does not discriminate on the basis of race, color, national origin, ancestry, sex, age, religion, marital status, disability, or sexual orientation in any of its policies, procedures or practices. In fact, the college encourages applications from all segments of qualified people.

Closing Date
This position will close on March 14, 2024 at 11:59 PM (or when 150 applications are received, whichever occurs sooner).

College Profile
Cerritos College is ranked 14th among the top 100 schools with the highest Hispanic enrollment in the United States by the United States Department of Education. Cerritos College serves as a comprehensive community college for southeastern Los Angeles County. Communities within the college’s district include Artesia, Bellflower, Cerritos, Downey, Hawaiian Gardens, La Mirada, Norwalk, and portions of Bell Gardens, Lakewood, Long Beach, Santa Fe Springs and South Gate. Cerritos College offers degrees and certificates in more than 180 areas of study in nine divisions. Enrollment currently averages 20,000 students. Visit Cerritos College online at http://www.cerritos.edu.

Department Profile
The Enrollment Services division consists of Admissions & Records, Financial Aid, and School Relations programs and services that meet the needs of a diverse student population. The division offers high tough services and is primarily responsible for providing outreach in the community, applications for admission and financial aid, placement, enrolling students, disbursing financial aid, collecting payments, processing grades, evaluating records for graduation, certificates and transfer, and providing official transcripts.

Under the general supervision of the Assistant Director of Admissions & Records, the Admissions & Records Technician II provides a variety of student support services, including admissions, enrollment, records maintenance and residency. They also provide technical assistance to students, faculty, and campus partners, and must be able to interpret federal and state regulations.

Performs a variety of specialized technical and clerical tasks in connection with the admission, enrollment, records, academic progress and success, and status of students. Serves as a technical resource for a designated customer service section with Admissions and Records, providing support to any and all other sections.

Distinguishing Career Features
The Admissions and Records Technician II requires the demonstrated ability to serve as a technical leader and perform in all admissions and records functions that include, but are not limited to admissions, registration, residency, student status, academic progress, transcripts, graduation, and attendance.

Job Duties

Essential Duties and Responsibilities
The Admissions and Records Technician II specializes in one area encompassing a portion of these duties, however is fully capable of performing all of the following:

  • Provide technical direction and information on issues pertaining to interpretation of admissions and student record guidelines and policies.
  • Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, admissions, registration, matriculation, residency, student academic status, course class conflicts, and fees.
  • Coordinates and participates in the activities connected with student applications and enrollment. Assures that customer service stations are setup and can access on-line and manual database records and resources.
  • Processes application forms by entering data onto a computerized student information system. Reviews student admissions applications for completeness and to determine questionnaires and correspondence to be sent to applicants. Prepares and distributes form letters used for admitting or welcoming new students.
  • Analyzes and evaluates residency documents submitted by students to evidence bona fide residence and authenticity. Determines residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances.
  • Receives and evaluates official transcripts from other education institutions and verifies acceptable accreditation. Processes non-traditional credit requests. Processes prerequisite clearances.
  • Reviews and evaluates transcripts for general education certification and degree petitions.
  • Processes late registration and enrollment changes, assuring accurate posting oof student drops, enrollment changes, and fees collected or owed.
  • Responds to inquiries pertaining to admission and enrollment requirements and procedures, including those from other Technicians requiring special expertise.
  • Assures that student records are up-to-date. Maintains student records including updating transcripts, waivers, education plans, demographic and vital information and posting grades and changes. Enters data onto an automated system with data entry screens.
  • Extracts and downloads information to prepare reports and audit accuracy of data.
  • Assists students in obtaining records and copies of transcripts. Mails copies of transcripts and verifications of enrollment as requested. Orders enrollment verifications and official transcripts from other institutions using standardized forms.
  • Maintains up-to-date of knowledge of programs, services, policies and procedures for admissions, registration, and student records. Provides information to potential service users, including topics such as assessment, matriculation, graduation, and transfer.
  • Verifies class enrollment status for students and faculty members. Interacts with students, managers, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.
  • Maintains records of student attendance, instructor drops, and grades. Issues and processes instructor records. Resolves discrepancies and keeps instructors informed of enrollment changes on a timely basis.
  • Orders, proofs, corrects, and updates student records in compliance educational codes, identifies and updates student course repetitions, creates and forward academic and/or progress probationary and dismissal notification letters to affected students, and receives and evaluates dismissal appeals forms for accuracy and completeness.
  • Performs quality control to educational advising by analyzing potential discrepancies, omissions, or inconsistencies while evaluating degree petitions.
  • Processes grade changes and petitions for academic renewal. Notifies student of approval/disapproval. Makes changes to student records.
  • Provides assistance to students with special needs, as appropriate.
  • Serves as point of contact with students and prospective students for services provided by the department. May assist in representing the District at activities of local area high schools and/or other external agencies/organizations. Interacts with other District organization units to provide students with a comprehensive enrollment package.
  • Serves on, or supports committees to provide job related information, as assigned.
  • Provides faculty members and other staff with pertinent information about and procedures for recording attendance and grades, class deadlines, etc.
  • Receives, counts, and reconciles registration monies. Posts funds collected to appropriate accounts and categories. Verifies and reconciles revenue categories on cash summary reports, ensuring accuracy and detail for audit trail purposes.
  • Adjusts student fee records based on class schedule changes. Responds to information by departments, external agencies, and organizations to keep them appraised of current college education expenses for their clients.
  • Posts receipts to student financial records, prepares bills individual students for unpaid balances, and audits and updates refund reports. Prepares student refund reports.
  • Composes general office correspondence and performs other clerical services of a routine nature including, but not limited to filing, data entry, processing of departmental bulk mail, and completing of forms.
  • Participates in the selection, training, assignment and review of work output for student and temporary help.
  • Maintains currency of knowledge and skills related to the duties and responsibilities.
  • Performs other related duties as assigned.

Minimum Qualifications

Education and Experience
The position requires an Associates Degree and two years of experience in an admissions/student enrollment function. Direct and progressively responsible experience in admissions/enrollment may substitute for some post-secondary education.

Preferred Qualifications
Bachelor’s Degree. Three years of customer service experience in admissions/enrollment or similar area.

Supplemental Information

Knowledge and Skills
Requires in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and student record keeping. Requires working knowledge of the College’s policies and procedures for at least these areas: registration, residency, maintaining instructor and student records, foreign students, student disciplinary, and legal processes. Requires a basic knowledge of U.S. Citizenship and Immigration Services regulations affecting students. Requires a working knowledge of major and course articulation and matriculation concepts. Requires a working knowledge of personal computer based software programs including but not limited to word processing, spreadsheet, presentation graphics, and special applications used by the organization unit. Requires the ability to enter and extract data and reports from student information systems. Requires knowledge of and skills in office methods and procedures, proper English language usage, grammar, syntax, composition, vocabulary, spelling and punctuation. Requires knowledge of basic bookkeeping practices and procedures, including cashiering. Requires sufficient math skills to perform business math computations. Requires sufficient human relation skills to use proper telephone etiquette, explain procedures to others, resolve conflicts, and portray a positive image of the College.

Requires the ability to perform assignments in any and all admissions and records process and sub-process. Requires the ability to learn and apply the most up-to-date regulations, policies, educational codes, and guidelines relating to admissions, registration, and student records. Requires the ability to work independently and collaboratively, prioritize workload, analyze problems and determine solutions. Requires the ability to compile and evaluate data, prepare reports, charts and graphs from standardized formats. Requires the ability to type/keyboard and use a mouse or other pointing device to operate a microcomputer, peripheral and common office equipment. Requires the ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously. Requires the ability to compose general and specialized office correspondence, type and keyboard at a rate sufficient to meet production requirements, analyze documentation in areas of assignment, and research and analyze technical information. Requires the ability to maintain accurate records, file and maintain filing systems, maintain confidentiality of private and/or sensitive information. Requires the ability to function as a cashier. Requires the ability to work cooperatively and productively with others.

Physical Abilities
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to sit at a workstation for extended periods of time and to stand upright and forward flexing, for intermittent periods of time. Requires the ability to interact with students at departmental service windows. Requires near visual acuity to write, read written materials and computer screens, and observe students at service windows in need of assistance. Requires sufficient hearing and speech ability for ordinary and telephonic conversations and to hear sound prompts from equipment. Requires sufficient hand-eye and finger dexterity to write, use a keyboard and pointing device. Requires the ability to reach to access files and move supplies and equipment in and out of storage areas. Requires sufficient hand-eye coordination to perform data entry at an advanced rate.

Licenses and Certificates
May require a valid driver’s license.

Working Conditions
Work is performed indoors where minimal safety considerations exist.

Salary/Fringe Benefits

Grade 32 on District Classified Salary Schedule ($5,340.46 – $6,417.87 /month).

Health and welfare benefits include District contribution for medical/dental/vision benefits and employee life insurance ($50,000). (Cash in lieu option available on medical insurance.)

Participation in the Public Employee’s Retirement System that is also integrated with Social Security.

Selection Procedure
After the application closing date, a search committee will review and invite the most qualified applicants for an interview. As these are highly competitive positions, meeting the minimum requirements does not guarantee an interview. If you have questions or would like to follow-up regarding your application, please contact Human Resources at HR@Cerritos.edu as search committee members are unable to discuss specific recruitments.

Conditions of Employment

This is a full-time, 12-calendar month categorically funded position. Continued employment is contingent upon funding and the provisions of the CSEA collective bargaining agreement.

Hours of employment are: Monday thru Friday 8:00 am to 4:30 pm

Initial placement of employees on Classified Salary schedule is at Step 1. After six months of successful probationary employment, employee is placed at Step 2.

Employment is to be effective as soon as possible following completion of the selection process.

Individual who is offered employment shall be required to obtain fingerprints for a criminal history clearance through the State Department of Justice and remit the required fee for processing the fingerprints, Federal Bureau of Investigation (no fee if obtained at Cerritos College Campus Police Station), produce an original social security card, and submit negative TB test results (must be within the past four years or within the last 60 days if not previously employed in a school district in California) before employment.

Proof of eligibility to work in the United States and signing of loyalty oath per Government Codes 3100-3109.
Candidates must be able to provide proof of California residency prior to employment.

Board Policy 2905 requires mandatory COVID-19 vaccinations as a condition of employment. The District requires all employees to submit proof of full vaccination against COVID-19, as defined by the CDC. Full policy details can be found on the website; Cerritos College – Chapter 2 – Board of Trustees. Employees may submit requests for medical or religious exemptions to the vaccine mandate for consideration. Details are available on the District’s COVID-19 webpage
** Please note – the District does not provide for immigration sponsorships such as H1B Visas.

Application Procedures
Application materials must be submitted by the closing date. Applicants who need special services or facilities due to disability in order to apply or interview for this position must notify Human Resources at the time of application or at least 72 hours prior to the closing date or date of a scheduled interview.

It is the applicant’s responsibility to provide copies of all transcript(s) verifying all educational degree(s) and/or coursework required for the position. Transcripts must be from regionally accredited institutions. A foreign transcript must be evaluated by a NACES certified agency. The website address is www.naces.org.

Required Documents

  • Cover Letter
  • Resume/CV
  • Copy of Unofficial Transcripts (Must show all coursework completed and the conferral date of the degree)

To apply, visit https://www.schooljobs.com/careers/cerritosedu/jobs/4369473/ft-admissions-and-records-technician-ii-categorically-funded

The District ensures that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, veteran status, physical or mental disability, or because he or 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. .jeid-9e3aa49dd55eb24b80a04e9227b790b4

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