Admissions/Records Assistant I (TEMPORARY)

Admissions/Records Assistant I (TEMPORARY)

Posting Number: 0002194

Location: Diablo Valley College

Salary: $16.66/hour

Position Definition:

To perform a variety of routine clerical duties in the areas of student registration 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:

Registers students into classes by accurately entering student and class information into the Enterprise Resource Planning (ERP) System.

Provides routine information to students, faculty and other departments regarding registration and admission procedures and other general information.

Receives admissions and enrollment forms; reviews for accuracy; processes applications.

Assists students in filling out forms; collects and records fees; monitors and processes incoming requests; assists students resolving transcript issues; sends transcripts to students and colleges.

Assists students with and processes online registrations, drops and additions; collects and accounts for money; issues receipts; closes out and balances cash drawer.

Prepares and runs basic reports.

Performs transactions to correct student academic records.

Collects, records, and logs subpoenas directed to the Custodian of Records.

Responds to requests from other educational institutions and agencies involving the verification of student status and records.

Updates and maintains a variety of data for completeness and accuracy.

Prepares routine correspondence and departmental materials; opens, processes and distributes incoming mail; maintains office supply inventory; establishes and maintains administrative files and records.

Answers phones, acting as the first point of contact, providing information on admissions, registration and student records.

Performs related duties as assigned.

Minimum Qualifications:

Education/Experience:

EXPERIENCE AND TRAINING

One (1) year of experience performing general clerical duties in a similar work environment, ideally involving student/public contact and/or admissions and records.

EDUCATION/LICENSE OR CERTIFICATE

Possession of a high school diploma/GED or the equivalent.

Knowledge Of:

Basic business practices.

Methods of cash handling and cash reconciliation.

Communicate effectively, both orally and in writing.

Modern office procedures, practices and technology/equipment

Modern software applications (e.g. Microsoft Office Suite, etc.).

Recordkeeping principles and procedures. Basic mathematics.

Skill To:

Skill/Ability to:

Operate and enter data into a computer accurately.

Learn to operate and enter data into an Enterprise Resource Planning (ERP) System accurately and quickly.

Learn state and federal regulations, and District policies and procedures.

Serve students, staff and colleagues in a helpful and professional manner.

Adapt to changing circumstances and multi-task.

Make mathematical calculations accurately.

Keyboard with accuracy.

Understand and carry out both oral and written instructions.

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.

Ability To:

N/A

Desirable Qualifications:

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.

Special Instructions:

N/A

Job Close Date: 12/19/2025

Open Until Filled: No