Admissions and Records Assistant

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salary: $40,796.00 - $50,173.00 annually

location: district wide, ca

job type: permanent

division: do district office

job number: 2025038

closing: 9/15/2025 11:59 pm pacific

general purpose

under general supervision, performs general clerical support work including data entry, filing, maintaining physical and electronic records, front counter support and answering phones to support student enrollment, registration and access to records; and performs related duties as assigned.

essential duties & responsibilities

the duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• performs general front counter and web-room admissions and records duties; answers questions from and assists current, returning and prospective students with registering, adding or dropping courses, payments and access to official records; distributes and accepts and reviews for completeness and accuracy various forms and petitions; provides information and may verify student eligibility for particular programs, classes or early enrollment; responds to questions and complaints.
• receives and inputs a variety of student information into computer systems; researches information in computer systems; assists with the preparation of forms and documentation; verifies accuracy of information with third parties.
• uses a computer and phone system to respond to phone, email and web-based inquiries, explains requirements and deadlines and provides informational services; downloads documentation and enters student data into databases and student records.
• prepares and compiles packets of materials; receives, opens, sorts and distributes office mail; prepares regular and bulk mailings; scans or copies various documents and materials; duplicates, assembles and distributes packets.
• maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track petitions, files, activities and services.
• files and maintains student supporting documentation, ensuring the confidentiality of all student documents and records in accordance with the family educational rights and privacy act and established district policies and procedures.
• 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.

• provides referrals to on campus and community programs and services.
• provides backup for other departments or division office administrative support staff.
• assists with the preparation of rosters and grades for review and upload into student records; assists with the logging and entry of external transcripts.
• may provide work guidance to student workers and seasonal staff.
• performs related duties as assigned.

• standard office practices and procedures, including recordkeeping and filing.
• customer service practices and telephone etiquette.
• correct english usage, including spelling, grammar and punctuation.
• basic policy, procedures, goals and objectives of a college admissions and records department.
• the family educational rights and privacy act and other district, state and federal laws, rules, regulations and policies governing student admissions and records.
• safety policies and safe work practices applicable to the assignment.
• uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications.

• provide customer service in person and over the phone, sometimes to confrontational individuals.
• learn, interpret, explain and apply district, departmental and administrative policies, procedures and practices.
• learn and apply the operations and processes of district systems and applications used in the admissions and records function.
• prepare clear and accurate spreadsheets, data entries and files at an acceptable speed.
• determine work priorities during peak workload periods, using sound judgment in the application of policies, rules, regulations and standard operating procedures.
• organize and maintain physical and electronic files.
• make mathematical calculations.
• maintain confidentiality of district and student files and records.
• effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
• communicate effectively, both orally and in writing.
• understand and follow written and oral instructions.
• operate a computer and use…