Job Description:
DEFINITION
Under general supervision, performs a wide variety of specialized clerical work related to enrolling students and maintaining accurate and current records of students' academic status and progress; provides information to students, faculty, and staff regarding college procedures and requirements; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from an Enrollment Services Supervisor. Exercises no direct supervision over staff. May provide technical and functional direction to student workers.
CLASS CHARACTERISTICS
This is the journey-level class that is responsible for performing specialized and complex student records management and admissions duties. Incumbents respond to requests for transcripts, inquiries regarding academic status and progress, petitions to waive fees or other issues. Incumbents receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Enrollment Services Supervisor in that the latter is the full supervisory level class in the Admissions and Records department and oversees the day-to-day services and activities of records staff
EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Answers questions from students and the public regarding the admissions and records policies and procedures of the college.
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. Post grades and grade changes to cumulative records.
Processes a wide variety of forms related to the admissions and records process such as graduation petitions, class drops and adds, exclusion rosters, positive attendance forms, reinstatement forms, section and level change forms, and directory cards.
Checks cumulative records for repetition of classes and other factors which require adjustment to the record.
Processes transcript requests: separates checks or money orders and submits to the Bursar's Office. Retrieves information and processes requests for verification of student enrollment, status and records. Prepares correspondence to students regarding admission and records.
Assists in the coordination of any off-campus admission and registration events.
Resolves problems related to registration, enrollment and records; explains to instructors how to properly use rosters.
Generates list of instructors and students with missing grades and assists with resolving this issue. Processes documents and petitions for grade changes, withdrawals, transfers, graduation, academic progress renewals, etc.; gathers supporting documentation for grade change and graduation petitions. Applies judgment and specialized knowledge in the evaluation of student records for the purpose of determining eligibility and status of entering students and of students who petition to graduate.
Processes and mails outgoing transcripts; maintains records relating to transcript fees received.
Assists students, instructors and visitors with procedures for enrollment and registration, resident regulations, and basic scholarship and graduation requirements.
May train, assign, and review work of temporary registration personnel and student workers.
Performs various administrative and clerical duties such as filing, answering phones, data entry, record- keeping, and inter-office mail distribution.
Travels to El Camino College to pick up all rosters, such as attendance, positive, grades, etc. Performs other duties as assigned.
QUALIFICATIONS:
KNOWLEDGE OF:
Student admissions and records rules, processes, and procedures of a college.
Principles, practices, and techniques of records management, forms design, data processing, maintenance and inventory procedures.
Legislation, California Code, Education code, laws, rules and regulations as they pertain to or impact student or business records.
Record keeping principles and procedures.
Principles, practices, and techniques of effectively dealing with the public and basic public relations. Modern office practices, methods, computer equipment and computer applications related to work, including word processing, database, and spreadsheet applications.
English usage, spelling, vocabulary, grammar, and punctuation.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and District staff, including individuals of various ages, various socio-economic and ethnic groups.
ABILITY TO:
Analyze and interpret laws, regulations, board policy, and established administrative procedures and make decisions accordingly.
Learn, apply, and explain the admissions and records rules and procedures of the District. Provide information and assistance to students and staff.
Maintain records and prepare reports.
Learn, interpret, and apply Federal, State, and local, administrative and departmental laws, codes, regulations, policies, and procedures.
Operate modern office equipment, including computer equipment, copiers, printers, software programs, and cash register.
Organize own work, set priorities, and meet critical time deadlines.
Make sound, independent decisions within established policy and procedural guidelines.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Required Qualifications:
EDUCATION AND EXPERIENCE:
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Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of the twelfth (12 ) grade, and three (3) years of clerical experience, including one (1) year of performing duties in the maintenance of student records.
Have sensitivity to and understanding of multi-cultural, diverse environments and college students from diverse academic, socioeconomic, cultural, and ethnic backgrounds.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using acomputer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
PRE-EMPLOYMENT REQUIREMENTS/CLEARANCES
Criminal Justice Fingerprints. Tuberculosis screening.
District pre-placement drug testing at District expense.
TO APPLY
To ensure full consideration, qualified candidates must submit:
Foreign Transcripts: Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript-evaluation service verifying the degree equivalency to that of an accredited institution within the USA. For information on transcript-evaluation services, please visit: http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf.
Please Note: Documents submitted or uploaded for a previous position cannot be reused for other positions. You must submit the required documents for each position for which you apply for by the closing date. Failure to do so will result in an in. Applications with an incomplete status will not receive consideration. You may check the status of your application online.
ICT AND INSTRUCTIONAL MATERIALS ACCESSIBILITY STANDARD STATEMENT:
CCCD is committed to ensuring equal access to instructional materials and information and Communications technology (ICT) for all, particularly for individuals with disabilities, in a timely manner. In accordance with California Government Code 7405, Government Code §11135, Government Code §11546.7, and best practices, CCCD will comply with the accessibility requirements of Section 508 of the Federal Rehabilitation Act of 1973.
REASONABLE ACCOMMODATIONS:
Any individual with a disability, who requires reasonable accommodation, may request assistance by contacting the Human Resources Office at (310) 900-1600 extension 2400, or completing form PC1105, a minimum of five (5) working days prior to closing date for this position.
SELECTION PROCEDURE
Applications will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement.
Applicants who meet the basic qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to the college at their own expense. During the campus visit, each applicant will be tested and/or interviewed.
The Human Resources Office will rate responses to the questions or interview questions.
Based upon this rating, a small number will be invited to the campus a second time for an interview.
EMPLOYMENT INFORMATION:
To be considered in the initial committee review, all materials requested in this vacancy notice must be received no later than the filing deadline. Applicants wishing to apply for more than one position must submit separate materials for each position. The District does not return materials submitted an application for a position. SUBMISSION OF THESE MATERIALS IS THE APPLICANT'S RESPONSIBILITY.
During the interview, consideration will be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs.
The District reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interview.
Applicants who are eliminated from consideration will be notified by letter or email. Candidates should not expect official notification of the status of their candidacy until the Special Trustee has acted upon the District's recommendation for employment.
The District reserves the right to extend the deadline, re-advertise the position, or to delay indefinitely filling this position if it is deemed that applicants for the position do not constitute an adequate applicant pool. Staffing of this position is contingent upon the availability of funding.
ABOUT THE DISTRICT
Compton College is a dynamic learning community that offers a wide range of transfer and degree courses, as well as career and technical education. Enrolled students may earn an associate degree or certificate, transfer to a four-year university or train for a career.
Compton College is part of the Compton Community College District, which encompasses an area of about 29 square miles, making educational services available to nearly 300,000 residents of Compton, Lynwood, Paramount and Willowbrook, as well as portions of Athens, Bellflower, Carson, Downey, Dominguez, Lakewood, Long Beach and South Gate. About 350 full- and part-time faculty teach more than 43 degree programs and 47 certificate programs.
Students have access to excellent academic offerings, career training programs, and support services including counseling, tutoring and mentoring programs. Faculty and staff are committed to student-centered curriculum,
fulfilling the college vision to be the leading institution of student learning and success in higher education
The Compton College campus includes 54 buildings across 88 acres. In November 2002, the district won voter approval of Measure CC, authorizing the issuance of $100 million in general obligation bonds to upgrade classrooms, labs, infrastructure, and instructional equipment, while making much-needed health and safety repairs and energy-efficiency improvements. In November 2014, district voters approved Measure C, a $100 million facilities bond designed to make technology and safety upgrades campuswide.
HISTORY OF COMPTON COLLEGE
The Compton Community College District (CCCD) was established in 1927 as a component of the Compton Union High School District. In 1950, voters approved a bond issue separating the college from the high school district. Construction of the new college campus was completed on the present site. Classes began on the new campus in fall 1956.
In August 2006, the El Camino Community College District Board of Trustees approved a Memorandum of Understanding to provide educational and related support services to Compton Community College District residents.
On June 7, 2017, the Accrediting Commission for Community and Junior Colleges (ACCJC) granted initial accreditation status to Compton College. The action established Compton College as an accredited college within the El Camino Community College District.
Compton College was officially named the 114th California Community College through unanimous vote by the Board of Governors in July 2017. On August 29, 2018, California Community Colleges Chancellor Eloy Oakley issued Executive Order 2018-01 declaring Compton College will operate as an independent college under the authority of the Compton Community College District (CCCD) Board of Trustees effective June 7, 2019.
MISSION STATEMENT:
Compton College is an equity-driven, inclusive community resource dedicated to providing opportunities and support for historically underserved student populations, particularly students of color. We cultivate a sense of belonging to support students in achieving their academic goals. Compton College provides students with knowledge, strategies, and skills needed for workforce readiness and facilitates clear pathways for program completion and transfer to four-year institutions, all aimed at enhancing the well-being of our local community.
THE COMPTON COMMUNITY COLLEGE DISTRICT IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER.
Compton Community College District is an Equal Opportunity/Affirmative Action employer and does not discriminate in employment on the basis of sex, sexual orientation, race, color, religious creed, marital status, denial of Family & Medical Care Leave, national origin (including language limitations), ancestry, medical condition (cancer/genetic characteristics), age (40 and above), disability (mental and physical) including HIV and AIDS, denial of pregnancy disability leave or reasonable accommodation, or other protected classes, or obligations to the National Guard or Reserve Forces of the United States. For specific details on this policy, please contact Jennifer Burchett, EEO Compliance Officer, at (310) 900-1600, extension 2400.
IMPORTANT NOTICE
To be included in the initial screening, application materials must be received no later than 3 p.m. on the closing date.
EMAIL COMMUNICATION
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.
INTERVIEW EXPENSES
Only individuals identified for FINAL interviews are eligible for the specified reimbursement. Reimbursement will be limited to economy airfare (to and from the point of origin) and for meals and lodging. The maximum allocated for meals, lodging and transportation is $600. Candidate must complete a Travel Request and Reimbursement Form and submit it together with all supporting documentation to the Human Resources Department.
The Compton Community College District is committed to providing an educational and employment environment in which no person is subjected to discrimination on the basis of actual or perceived race, color, ancestry, national origin, religion, creed, age (over 40), disability (mental or physical), sex, gender (including pregnancy and childbirth), sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military and veteran status, or retaliation; or on any other basis as required by state and federal law.
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