MIRACOSTA COLLEGE
CLASS TITLE:
ADMISSIONS AND RECORDS ASSISTANT –
TRANSCRIPT CLERK
BASIC FUNCTION:
Under the direction of the Director of Admissions and Records or the San Elijo Campus
Admissions and Records Supervisor, perform specialized clerical duties involving admissions,
registration, records maintenance, residency and enrollment; provide technical assistance and
information to students, faculty, staff and the public.
DISTINGUISHING CHARACTERISTICS:
Incumbent works under the direction of the Director of Admissions and Records. Primarily
responsible for the receipt, processing and distribution of transcripts. Accept and process
student record subpoenas in compliance with subpoena and District policy.
1.
Provide technical assistance and information to students, faculty and staff regarding
admissions, registration, records, matriculation, enrollment, and fees; refer students to
other areas of Student Services as appropriate. Instruct students in correct procedures
for completion of forms, applications and processes; explain applications, requirements
and restrictions; review completed forms for accuracy and completeness. (E)
2.
Accept, review and process applications. Review and determine residency status of
applications based on state residency requirements; provide justification for residency
determinations to students; refer problems to supervisor for assistance and resolution.
Notify students and/or instructors of need for additional information or documentation for
application, enrollment, residency and other processes. (E)
3.
Research and review records for changes in status, enrollment history, grades, duplicate
ID’s, duplicate careers. Request transcripts, records and other information needed to
determine status of applications and forms. (E)
4.
Prepare and transmit correspondence for students, verifying student status and other
information; respond to requests from other educational institutions and agencies
involving the verification of student status and records. Ensure proper releases are on
file to safeguard student privacy.
5.
Register new and continuing students by reviewing and processing forms and rosters,
verifying residency status and correct payment of fees and enrolling students in desired
classes; assist students and other staff with enrollment problems, ID errors, and student
records issues; assist in resolving student complaints regarding program errors; make
enrollment changes for students. (E)
6.
Maintain student records; audit records to assure accuracy; provide copies of transcripts
according to approved procedures; use computer to research, post and clear holds on
student records as appropriate. Document and enter grade changes, course repeats,
unit and grade point average calculations and other student activity in the computer to
update student academic records and assure accurate student records accounting. (E)
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/29/09
ADMISSIONS AND RECORDS ASSISTANT – TRANSCRIPT CLERK
2
7.
Collect, compile, verify and record information for the generation of reports.
8.
Train and provide work direction to student workers and other hourly workers as
assigned.
9.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
District organization, operations, policies and objectives.
Modern office practices, procedures and equipment.
Recordkeeping and filing techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Applicable sections of State Education Code and other applicable laws.
Interpersonal skills using tact, patience and courtesy.
ABILITY TO:
Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in
a variety of procedural situations.
Operate a variety of office equipment, including computer and appropriate software.
Deal tactfully and courteously with students and the public.
Type 50 words net per minute from clear copy.
Establish priorities and work effectively with many demands on time.
Make arithmetic calculations quickly and accurately.
Communicate effectively both orally and in writing.
Work independently with little direction.
Understand and follow oral and written directions.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and timelines.
Train and provide work direction to hourly employees and students.
Maintain records and prepare reports.
Work confidentially with discretion.
Work as a member of a team.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Education and experience equivalent to graduation from high school including or supplemented
by Business-related courses and closely related work experience.
LICENSES AND OTHER REQUIREMENTS:
Not applicable.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Not assigned permanent staff to supervise. Provides work direction to student workers and/or
temporary staff.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/29/09
ADMISSIONS AND RECORDS ASSISTANT – TRANSCRIPT CLERK
3
CONTACTS:
Coworkers, faculty, the public, and other departments
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending or stooping; occasional light
lifting and carrying of objects weighing 25 pounds or less; ability to work at computer for
extended periods of time, including repetitive use of computer keyboard, mouse or other control
devices; ability to travel and/or drive to a variety of locations on- and off-campus as needed to
conduct district business.
EMOTIONAL EFFORT
Ability to develop and maintain effective working relationships involving appropriate interactions
and communications personally, by phone and in writing with a variety of individuals from diverse
backgrounds on a regular, ongoing basis; ability to concentrate on detailed tasks for extended
periods of time and/or intermittently while attending to other responsibilities; ability to work
effectively under pressure on a variety of tasks concurrently while meeting established deadlines
and changing priorities.
WORKING CONDITIONS:
Primarily busy office environment; subject to frequent to constant contacts and interruptions by
phone and in person; intermittent exposure to angry and/or verbally aggressive individuals;
exposure to constant background noise during registration periods; may be required to work at
any district location during day and/or evening hours including occasional weekends on an asneeded basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/29/09