Admissions and Records Specialist I (Substitute)

Saddleback College

Mission Viejo, CA

ID: 7090989 (Ref.No. scj-11967)
Posted: December 21, 2021
Application Deadline: Open Until Filled

Job Description

Summary Description:
The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. 

Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.

This position is a short-term, hourly, non-bargaining unit position, not to exceed 160 days per Fiscal Year. You will be contacted should the hiring department/division be interested in scheduling an interview with you to discuss your qualifications and skills. Please do not call the Human Resources Office or IVC regarding the status of your application. The most current status of all applications will be available for you to view on our website. This position is open until filled or withdrawn. 

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.

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.

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:
COVID VACCINE REQUIREMENT
The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. The Board of Trustees voted to require COVID-19 vaccinations for all students, employees, and volunteers with allowances for medical exemptions and sincerely held religious beliefs as defined by law. More information can be found on our District website by visiting https://www.socccd.edu/about/about_covid-19.html.  

DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY: The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.
 
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.  Documentation according to USCIS I-9 guidelines (i.e. ID card and Social Security card) must be presented at the time of hire. Per IRS regulations, a Social Security card must be presented at the time of hire.
 
DISABILITY ACCOMODATIONS
If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to [email protected].
 
Short term, non-bargaining unit (NBU) positions may only be used on an intermittent/seasonal basis. Ed. Code sect. 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis.” The exact start and end dates must be submitted. The maximum end date is the end of the Fiscal Year. All positions must be approved approved prior to the employee’s first day of work.
 
 
Contingent/conditional job offer: Any NBU job offer that is received is contingent upon successful completion of the Human Resources pre-employment process. The Human Resources hiring process may include, but is not limited to, successful completion of Live Scan fingerprinting (approx. $70), background checks, reference checks, TB testing, as well as completion of new hire paperwork. It is the employee’s responsibility to incur the cost of any testing required for the position, and there will be no reimbursement for this expense.
 
Failure to successfully complete any portion of the hiring process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment paperwork may result in withdrawal of any conditional job offer or termination of employment. NBU at-will employment: After successful completion of the requirements of Section B, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the District. NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.  
 
 Single worksite restriction: NBU employees are limited to working in a single position in one department/site. Interpreters and models are exceptions to single site employment. NBU employees may not also volunteer within the same department/division that they currently work in, or perform similar duties to their NBU position as a volunteer. NBU employees are not able to work from home, and must be supervised.

Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times. 160 day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work. It is the department/division’s responsibility to monitor and track the amount of days that they work to ensure they do not exceed the 160 day limit. It is the department/division’s responsibility to notify Human Resources immediately if their NBU is approaching the 160 day limit. Holidays, sick days, and all other time off on normally scheduled work days counts against the 160 day limit, even if uncompensated. NBU positions are not part of the Classified service and that by working less than 160 days of a college year, NBU employees are not entitled to any employment.

Payroll: The payroll reporting period is from the 15th of the first month to the 14th of the next month. NBU employees are paid on the 10th of the following month. EXAMPLE: Pay Period 06/15/21 through 07/14/21 will be paid on August 10th. Rate of Pay: NBU employees must inquire with their supervisor as to the rate of pay that they will receive. They must have agreed to the rate, prior to accepting and beginning any current or future NBU assignment. Questions regarding rate of pay must be directed to their supervisor. NBU employees are paid according to departmental budgets, the skill set/level of expertise required for the assignment as determined by the supervisor/department/division, and various other factors, not longevity. Holidays/Jury Duty: NBU employees are not paid for holidays or other time not worked (i.e. Jury Duty). California Sick leave: NBU employees are eligible for California Sick leave per AB1522. Information regarding AB1522 is sent to all new hires after the new hire paperwork appointment. Overtime: Time and one-half is paid for all hours worked over 40 in one week, per FLSA guidelines. Shift pay: Does not apply to NBU employees. Meal Periods/Breaks: It is the employee’s responsibility to follow the District’s recommendations regarding breaks and meal periods. Any employee working more than 5 hours per day should take a unpaid meal period for a minimum of thirty (30) minutes. Employees that work less than five (5) hours are not to take a meal period. An employee working over three and one half (3 ½) to seven (7) hours should take one (1) fifteen (15) minute rest period. Employees working seven (7) hours or more per day should take two (2) fifteen (15) minute rest periods. Breaks or meal periods cannot be used to leave early or combined. Retirement information: NBU employees may not work more than 960 hours from July 1st-June 30th. NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees’ Retirement System (CalPERS), through payroll deduction of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year. The exception to this requirement is that if a NBU employee is currently contributing to PERS from another agency, they will be required to contribute to CalPERS while employed at SOCCCD. Once an employee joins CalPERS, all future assignments will also have CalPERS deducted. It is the employee’s responsibility to inform their supervisor of their CalPERS status for current and future assignments.

Parking: Non-student (0 units) NBU employees are eligible to purchase Staff parking for $40/year via MySite from Campus Police. Students taking one or more units must purchase Student parking permits, if necessary, and are not eligible to purchase Staff permits. Please see Campus Police for further details regarding parking. NBU Staff must certify that they are not enrolled in units.

ADA Accommodations: The District complies with federal and state disability laws in providing reasonable accommodations for verified disabilities. If you have a physical or mental disability and would like to request reasonable accommodations in the workplace, please complete a Reasonable Accommodation Request Form and/or contact the District ADA Compliance and Leave Administration Manager at (949) 582-4984. All information shared is confidential.

Mandated reporter: Child Abuse and Neglect Reporting: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred. Mandated reporters include faculty, district leadership staff, and classified staff, including Non-Bargaining Unit (NBU) employees. Volunteers are not mandated reporters, but are encouraged to report suspected abuse or neglect of a child. Included in the new hire packet is information regarding Child Abuse Reporting policies and procedures, as well as copies of Penal Code sections 11165.7, 11166, and 11167. Elder and Dependent Adult Abuse Reporting: It is the policy of the South Orange County Community College District to treat reports of violence against elderly persons or dependent adults as high priority criminal activity that is to be fully investigated regardless of the relationship between the victim and the suspect(s).

Campus Crime and Safety Awareness: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in Human Resources upon request. Workplace violence: The District is committed to an environment that is free from workplace violence. The safety and security of District employees, students, and visitors is of the highest priority to the District and is essential to carrying out the mission of the District. Unlawful violence or a credible threat of violence from any individual, that can reasonably be construed to be carried out or to have been carried out in the workplace, as these terms are defined in Code of Civil Procedures, Section 527.8, is prohibited.

Drug-Free Environment: The District shall be free from all unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in all facilities under the control and use of the District. Any student or employee who violates this policy will be subject to disciplinary action, consistent with local, state, or federal law, which may include the referral to an appropriate rehabilitation program, suspension, demotion, expulsion, or dismissal.

Smoke Free District: It is the intent of the South Orange County Community College District to maintain an educational and workplace environment that is conductive to the health and safety of our students and employees. Realizing the health hazards posed by smoking and by second-hand smoke, it is policy of the South Orange County Community College District to maintain a smoke free environment for all district sites. The use of tobacco products is prohibited within or on any district facility or property. This policy pertains to students, faculty, staff, administrators, visitors and the general public attending events at any site within the district. Additionally, this policy shall apply to all district facilities, owned or leased, regardless of location, and all state and auxiliary vehicles. Tobacco products include but are not limited to the burning of any type of cigar, cigarette or pipe. The use of an electronic cigarette (vapor) or smokeless/chewing tobacco are also prohibited.

Worker’s Compensation/Safety: District Risk Management’s main priority is the health and safety of our employees and students. More information and forms are available on SharePoint under “Business Services.” If a workplace injury or illness occurs, notify your supervisor immediately. NBU employees may be covered by Worker’s Compensation insurance due to an illness or injury received as a result of their job. NBU employees have received the supplemental Worker’s Compensation and Safety packet containing information on Bloodborne Pathogens, the Ergonomics Program, and the Illness and Injury Prevention Plan during their new hire paperwork appointment, and agree to abide by the information contained therein, as well as all applicable Cal OSHA rules and regulations that pertain to their employment.

Student Help and Work-Study positions: For student help positions only: Student Help employees must currently be enrolled in 12 or more units (Fall or Spring Semesters) in order to work as Student Help, and to qualify for the “FICA Exemption” (exemption from paying Social Security and Medicare taxes). If Student Help employees fall below 12 units, they are to notify their supervisor immediately, and their assignment will end. To be eligible for employment during the summer session, Student Help employees must be enrolled in a minimum of six (6) units. Students enrolled in Special Services or in the Emeritus Institute are excluded from the unit requirement. There will be no recovery of FICA monies once deducted from paychecks. Work-study positions: A minimum of 6 units must be taken per semester to continue eligibility. Work-study students may not work during times when they should be in class.

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.
Receive application forms; review for accuracy; input into computer terminal; assign identification number; schedule appointments.
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.
Make matriculation appointments and refer questions regarding the matriculation process and testing results to the Matriculation Office.
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.
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.
Process on-line registration, drops, and adds; respond to inquiries made through the web pages.
Monitor enrollment of courses; notify students of filled, canceled, or changed classes.
Receive grades and grade changes from instructors.
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.
Retrieve, open, sort, and distribute mail for the department; respond to inquiries related to assigned area.
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.
May assist in the training of new specialists in various procedures including counter, scanning, and related procedures and processes.
Utilize various computer applications and software packages; maintain and generate reports from a database or network system.
Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.
Perform related duties as required.




At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.