Admissions and Records Specialist

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salary: $66,818.00 - $82,179.00 annually

location: district wide, ca

job type: permanent

division: do personnel commission

job number: 2025049

closing: 1/16/2026 11:59 pm pacific

under general supervision, performs complex and technical duties in support of official student record-keeping related to admissions, residency and student academic records; performs complex data entry, tracking and reporting processes; oversees petitions process and resolves student enrollment issues and discrepancies in student records; performs registration and enrollment duties for nonstandard programs requiring manual processes; provides lead-level direction to lower-level admissions and records employees;

and performs related duties as assigned.

• provides input in selecting, training and providing day-to-day lead work guidance and direction to other staff; assigns, schedules and monitors work for completeness, accuracy and conformance with district, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
• provides input to supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the district's mission, goals and values.
• serves as lead technical admissions & records resource, coordinating the day-to-day functions of the front counter and back office operations; assists in coordination of the enrollment and registration processes in the office and as part of outreach to various high schools and campus locations; provides recommendations on policy, process and procedures enhancements.
• provides technical assistance and guidance to students, staff, counselors, faculty and administrators in the interpretation, clarification and application of district and california education code regulations and admissions & records guidelines, procedures and policies including enrollment, course registration, graduation and academic transfer policies, requirements and procedures.
• researches, reviews, processes and/or approves a variety of student petitions including residency, course eligibility, fee modifications and changes in academic records.
• performs bulk registration from departments including dual enrollment, cohort and other program-matic enrollments and registration processes.
• researches and resolves course enrollment related issues with instructors; oversees the end of term roster submission process; verifies and enters grades; makes or authorizes corrections to student records as required.
• maintains and assists with audit and reconciliation of all student supporting documentation to meet retention and audit requirements; rotates records and schedules records for destruction as needed following established district policies and procedures; maintains and ensure the confidentiality of all student documents and records in accordance with the family educational rights and privacy act and established district policies and procedures.
• as assigned, accepts payments and cash receipts for parking, child care, tuition and other payments; closes and balances cash drawer.
• demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the district.

• reviews student records and provides information to evaluators and counselors as requested.
• serves as technical liaison to departments and the office of instruction when problems arise due to prerequisite setup and course enrollment.
• may be assigned to perform international student admissions services in accordance with district and department of homeland security regulations.
• may be assigned to act as school certifying official (sco) in accordance with the u.s. Department of veterans affairs school certifying official handbook; reviews and determines benefit eligibility status; enters data into va records and databases; consults with va officials and other certifying officials on a variety of matters.
• may provide administrative support to committees and other divisional meetings; participates in the preparation of the agenda, presentations and meeting packets; takes meeting notes and prepares minutes.
• performs related duties as assigned.

• acts as a liaison between students and district student services such as requesting accommodations, accessing tutoring and student support programs and performing transfer and career research.
• schedules orientation and advisor/counselor appointments using scheduling software.
• reviews, submits and tracks requests for payments and purchase orders in…