Student Services Specialist (Admissions and Records) - Norco College

BASIC FUNCTION

Provides technical support in the audit, review, and processing of student applications within the Admissions and Records Department; areas of responsibility include, but are not limited to, documents related to instructor-initiated requests, enrollment, financial aid, student petitions, student activities, counseling, residency requirements, and transcripts; and maintains registration and student records.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned area supervisor. May provide lead direction to temporary staff and/or student workers.

CLASS CHARACTERISTICS

This classification is responsible for independently performing technical duties in the review, evaluation, and processing of student applications for admission to the District, eligibility/enrollment in classes and programs, and related opportunities/actions. Employees at this level exercise judgement and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the department.

Education and Experience:

An associate's degree and two (2) years of experience in reviewing, processing, and maintaining data; or an equivalent combination of education, training, and/or experience.

Knowledge of:

1. Methods and techniques of reviewing, evaluating, and assessing form and application data for completeness.
2. Application processing policies and procedures.
3. Methods and techniques of conducting research.
4. Business mathematics.
5. Methods and techniques of preparing routine correspondence.

Ability to:

1. Perform a diverse range of tasks in the intake, review, assessment, and processing of student records.
2. Work with students and departments to resolve record discrepancies.
3. Evaluate records and billing requests from students and determine appropriate course of action.
4. Apply applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
5. Maintain and update records within multiple automated systems.
6. Review and evaluate student eligibility status for various programs.
7. Prepare and submit student billing statements and refunds.
8. Prepare and maintain admissions and records documents consistent with mandated requirements.
9. Generate and distribute systems reports.
10. Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
11. Independently organize work, set priorities, meet critical deadlines, and follow up on assignments.
12. Exercise independent judgment within general policy and procedural guidelines.
13. Effectively use computer systems, software applications relevant to work performed, and business equipment to perform a variety of work tasks.
14. Communicate effectively in the course of performing work tasks.
15. Establish, maintain, and foster effective working relationships with those contacted in the course of work.
16. Demonstrate clear evidence of sensitivity and understanding of the diverse academic, socio-economic, disability, and ethnic backgrounds of students, staff, and the community.
17. Provide efficient, high-level customer service to the public, vendors, contractors, and District personnel.

EXAMPLES OF TYPICAL JOB FUNCTIONS

1. Provides information and technical assistance to students, staff, and the community on state and local policies and regulations as they relate to application, admission, registration, student refunds, cashiering, financial aid, and transcripts.
2. Facilitates the registration preparation/process including forms and materials inventory, online computer report requests, identification cards, and parking permits; makes arrangements with Auxiliary Business Services for cashiering operations.
3. Audits applications, attendance records, census forms, student grades, and other documents to ensure adherence to policies and procedures; works with academic departments, faculty, and Information Services to research and resolve discrepancies in records; determines whether students meet residency requirements in accordance with District and state policy, and processes applications accordingly; downloads, imports, and moves-to-student admissions applications into the student information system (SIS).
4. Fulfills standard and expedited transcript orders; coordinates with other departments to obtain needed information; does daily assembly batching and distribution; facilitates, tracks, and processes student certification requests and enrollment verification requests; may process student subpoena records requests.
5. Researches and processes student and instructor-initiated requests to include grade change forms, course repetitions, incomplete grade contracts, and related matters; and posts updates to student records.
6. Maintains student files, including implementing procedures pertaining to the retention of student records; analyzes and corrects student record data; enters data into multiple screens within an automated system to process paperwork submitted by students, staff, and others; processes applications and registration for special programs and special needs groups; and scans records and files.
7. Investigates and resolves student complaints and recommends solutions; refers students to other District or community resources depending on the student's situation.
8. Updates the Admissions and Records Timeline, Information Guide, and other Admissions and Records publications; creates and develops informational brochures and flyers; provides specialized information and technical assistance to students and the public during special programs presentations, orientations, and/or workshops.
9. Monitors and ensures timely collection of attendance and registration data and grades from instructional staff; advises and orients instructional, financial services, and counseling staff regarding Admissions and Records policies and procedures.
10. Initiates and creates student fees billing statements for submission to internal and external agencies; sets up billing and payments for students within specific law enforcement and related government or military programs.
11. Works with other District departments for reconciling student accounts and facilitating the automatic administrative student withdrawal process for non-payment of enrollment fees.
12. Assists in processing student refunds; prints and sends letters to students for outstanding balances; assists in creating and updating system refund reports.
13. Assists in providing technical training and guidance on computer software applications and data submission, policies, and procedures.
14. Participates in District-provided in-service training programs.
15. Performs other related duties as assigned; specific duties not listed does not exclude them for this classification if the work is similar or related.