Admissions/Records Assistant, Senior

Contra Costa Community College District - San Pablo, CA2.8

Posting Details (Default Section)
Recruitment Type: Open (Internal and External applicants)
Special Instructions to Applicants
Serving predominately African American and Latinx students, Contra Costa College is situated in a socioeconomically diverse, resilient and culturally vibrant community. As a proud Hispanic Serving Institution, we seek candidates who embrace our community, our student population, and our central work: strengthening West County by meeting our students where they are and helping them get to where they want to be.
We seek a colleague who operates with a growth mindset, a strength-based approach centered on students, and an unflinching commitment to equity, especially concerning the elimination of barriers to college access, success, and completion. The ideal candidate will be eager to help construct and maintain a culture of continuous improvement in instructional effectiveness, student service, and leadership.

SUBMIT COLLEGE TRANSCRIPTS: If you have completed education above a high school diploma, please include transcripts that you have attained for your associate, bachelor, master or doctorate degree. Applicants must submit a copy of their college transcripts in the attachment section of the online applicant.

Note: New employees will be placed at the first step which is $3,771.00 per month. Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on an annual basis, until the maximum step of $4,597.00 per month is reached on the salary schedule.

Position Title Admissions/Records Assistant, Senior
Location Contra Costa College
Posting Number 0001179
# of Openings 1
Range 53
Salary $3,771.00 (First Step)
Position Status Permanent
Overtime Status Non-Exempt (eligible)
Position Full-Time
If temporary, employment duration: n/a
# of Hours Scheduled Per Week 40
Work Schedule By Day and Work Hours
M, Tu, Th, F = 8:00 am – 5:00 pm
W = 10:00 am- 7:00 pm
Occasional weekend or evening hours may be required.

Shift Differential % n/a
# of Months 12
Non-work Periods: n/a
EEO Job Category Clerical/Secretarial
Employee Group Classified
Department C1003-Admissions & Records
Position Definition
To perform complex work in the areas of student registration, evaluation and admissions and records.

Distinguishing Characteristics
Admissions/Records Assistant I – Positions assigned to classification are generally task focused and consistent on a day-to-day basis. Employees in this position may be required to provide general and specific information at a student service counter, as well as to perform general clerical duties.

Admissions/Records Assistant II – Positions assigned to this classification are distinguished from that of Admissions/Records Assistant I by specialization in an area such as the interpretation or application of federal or District regulations.

Admissions/Records Assistant, Senior – Positions assigned to this classification perform the more difficult admissions/records tasks and provide technical or functional supervision and assistance to less experienced personnel.

Admissions/Records Assistant, Lead – Positions in this classification will help train and coordinate admissions/records personnel. Employees in this position serve as an assistant to the Director of Admissions/Records and provides on-going technical and functional lead supervision to the office staff.

Examples of Duties/Essential Functions

Duties may include, but are not limited to, the following:
Evaluates student records to determine degree and certificate awards.
Performs data entry regarding student schedule changes; collects fees and issues receipts, accounts for fees received.
Responds to requests for information regarding admissions and records; receives transcript requests and processes.
Interprets, advises, and assists counselors and students in evaluation of proposer courses needed for graduation and certificated program requirements.
Evaluates and researches incoming college transcripts; equivalencies for degrees and transfer requirements; prepares evaluation worksheets; uploads into imaging system and notifies students of the outcome.
Generates late add codes for faculty to retrieve online; accesses system to print and distribute census rosters throughout the semester and produce duplicate copies as necessary.
Receives admissions applications for a variety of programs and apprenticeships; checks for accuracy and residency requirements; inputs into electronic system; selects applicants based upon established department policy and sends acceptance and denial letters.
Receives admissions applications from International students; checks for accuracy and completion; evaluates documents and selects applicants based upon established department policy; issues Certificate of Eligibility when appropriate; issues denial letters.
Receives money from students and others for payment of tuition and fees.
Balances cash on hand against receipts, checks balances and reconciles cash sessions.
Answers phones, acting as the first point of contact providing information on admissions, registration and student records.
Evaluates student eligibility for Veteran Affairs Education Services; acts as a liaison between students and Veterans Administration; compiles, maintains and monitors documentation and records.
Maintains admissions and records website by updating published information as required.
Evaluates student records for certification in general education requirements for transfer to California State University and University of California.
Enters academic notations on student records; posts credit by examining classes and grades
Certifies students for athletic eligibility in intercollegiate sports.
Supervises and trains student assistants; may assist in selecting student assistants.
Performs related duties as assigned.

Minimum Qualification-Education/Experience
Three (3) years of experience performing clerical and/or technical duties in a college admissions and records office.
Possession of a high school diploma/GED or the equivalent.

Minimum Qualification-Knowledge Of
District and state regulations, policies and procedures regarding college admissions and records.
Enterprise Resource Planning (ERP) Systems.
Current business practices relevant to the Department of Admissions and Records.
Modern office procedures, practices and technology/equipment.
Modern software applications (e.g. Microsoft Office Suite, etc.).
Record keeping principles and procedures.
Basic mathematics.

Minimum Qualification-Skill To

Skill/Ability to:
Train and direct others in Admissions and Records policies and procedures.
Work independently and as part of a team.
Interpret and communicate District policies and procedures to students and faculty.
Communicate effectively, both orally and in writing.
Make appropriate decisions regarding the acceptance and placement of college coursework.
Work on complex software systems for inputting and monitoring student records.
Adapt to changing circumstances, multi-task, work under pressure and handle challenging situations.
Serve students, staff and colleagues in a helpful and professional manner.
Keyboard with accuracy.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Minimum Qualification-Ability To
Desirable Qualifications
Job Open Date: 08/29/2018
Job Close Date: 10/12/2018
Open Until Filled No
Diversity Statement
It is the District’s policy to ensure 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 ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

Foreign Degree and Credit Statement:
In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

About Us
About the District
The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.

Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.

As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 35,000 students a term, in fall 2014 the demographic make-up of the students was 11% Black/African American; 16% Asian/Pacific Islander; 30% Hispanic/Latino; 31% White/Caucasian; and 13% Other.

The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.

Contra Costa College
Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 59 years. Most of the 8,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.

Diablo Valley College
DVC is committed to increasing student success. The college has distinguished itself as one of the nation’s most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVC’s career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.

Los Medanos College
Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.

Employee Benefits:
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Agency Shop: Local One Classified positions are within a collective bargaining unit. Local One employees are required to join the union or pay an equivalent service fee. This is a one-time initiation fee of $45.00 and monthly contributions of 1% of gross pay + $1. The United Faculty positions are also within a collective bargaining unit. United Faculty employees are required to join the union or pay an equivalent service fee. The monthly contribution is an agency fee of .55 % of gross pay + $2.50.

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract(Article 20-Benefits):

Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):

All job offers of employment are conditional upon the applicant’s satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to (925) 229-1000 ext. 1298 or For administrative purposes, requests must be made at the time of application.