Student Services Technician I

Summary
Performs a variety of specialized technical and clerical tasks in connection with the admission, registration, records, academic progress and success, and status of students. Serves as a technical resource for a designated customer service section for admissions and student records, providing support to any and all other sections.

Distinguishing Career Features
The Student Services Technician is the second level in a multi-tiered career ladder. This position requires the ability to process and perform basic analysis of admissions applications, register students, and enter information onto an automated data entry screen. Advancement to Technician requires two years as an Assistant (or equivalent) and a demonstrated ability to perform the essential functions of that position, to maintain complete student records that include grades, residency, and transfer/degree/certificate status, and make independent judgments on student status. The Technician may serve as a technical resource on one or more admission and records topics. Advancement to the Senior position requires two years at the Technician level and a demonstrated ability to lead and perform in all admissions and records functions that include, but are not limited to residency, foreign student, academic progress, transcript evaluation, matriculation, and student status.

 Essential Duties and Responsibilities
 The Student Services Technician I specializes in one area encompassing a portion of these duties, however, is fully capable of performing all of the following:

• Provide technical direction and information on issues pertaining to interpretation of admissions and student record guidelines and policies.
• Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, admissions, registration, matriculation, residency, student academic status, course class conflicts, and fees.
• Coordinates and participates in the activities connected with student registration. Assures that customer service stations are setup and can access on-line and manual database records and resources.
• Processes application forms by entering data onto a computerized student information system. Reviews student admissions applications for completeness and to determine questionnaires and correspondence to be sent to applicants. Prepares and distributes form letters used for admitting or welcoming new students.
• Analyzes and evaluates residency documents submitted by students to evidence bona fide residence and authenticity. Determines residency issues as they relate to student admissions, including challenges, exemptions, and evaluation of circumstances.
• Processes late registration and enrollment changes, assuring accurate posting of student drops, enrollment changes, and fees collected or owed.
• Responds to inquiries pertaining to admission and registration requirements and procedures, including those from other Technicians requiring special expertise.
• Assures that student records are up to date. Maintains student records including updating transcripts, waivers, education plans, demographic and vital information and posting grades and changes. Enters data onto an automated system with data entry screens.
• Extracts and downloads information to prepare reports and audit accuracy of data.
• Assists students in obtaining records and copies of transcripts. Mails copies of transcripts and verifications of enrollment as requested. Orders enrollment verifications and official transcripts from other institutions using standardized forms.
• Maintains up to date of knowledge of programs, services, policies and procedures for admissions, registration, and student records. Provides information to potential service users, including topics such as assessment, matriculation, graduation, and transfer.
• Verifies class enrollment status for students and faculty members. Interacts with students, managers, and other staff members to accept and facilitate transactions such as, but not limited to, student petitions, as appropriate.
• Maintains records of student attendance, instructor drops, and grades. Issues and processes instructor records. Resolves discrepancies and keeps instructors informed of enrollment changes on a timely basis.
• Orders, proofs, corrects, and updates student records in compliance educational codes, identifies and updates student course repetitions, creates and forward academic and/or progress probationary and dismissal notification letters to affected students, and receives and evaluates dismissal appeals forms for accuracy and completeness.
• Processes grade changes and petitions for academic renewal. Notifies student of approval/disapproval. Makes changes to student records.
• Provides assistance to students with special needs, as appropriate.
• Serves as point of contact with students and prospective students for services provided by the department. May assist in representing the District at activities of local area high schools and/or other external agencies/organizations. Interacts with other District organization units to provide students with a comprehensive enrollment package.
• Serves on, or supports committees to provide job related information, as assigned.
• Provides faculty members and other staff with pertinent information about and procedures for recording attendance and grades, class deadlines, etc.
• Receives, counts, and reconciles registration monies. Posts funds collected to appropriate accounts and categories. Verifies and reconciles revenue categories on cash summary reports, ensuring accuracy and detail for audit trail purposes.
•  Adjusts student fee records based on class schedule changes. Responds to information by departments, external agencies, and organizations to keep them appraised of current college education expenses for their clients.
• Posts receipts to student financial records, prepares bills individual students for unpaid balances, and audits and updates refund reports.
• Composes general office correspondence and performs other clerical services of a routine nature including, but not limited to filing, data entry, processing of departmental bulk mail, and completing of forms.
• Performs other duties as assigned that support the overall objective of the position.

Knowledge, Skills, and Abilities
Requires in-depth knowledge of regulations, policies, educational codes, and guidelines governing community college admissions and student record keeping. Requires working knowledge of the College's policies and procedures for at least these areas: registration, residency, maintaining instructor and student records, foreign students, student disciplinary, and legal processes. Requires a basic knowledge of INS regulations affecting students. Requires a working knowledge of major and course articulation and matriculation concepts. Requires a working knowledge of personal computer-based software programs including but not limited to word processing, spreadsheet, presentation graphics, and special applications used by the organization unit. Requires the ability to enter and extract data and reports from student information systems. Requires knowledge of and skills in office methods and procedures, proper American English language usage, grammar, syntax, composition, vocabulary, spelling, and punctuation. Requires knowledge of basic bookkeeping practices and procedures, including cashiering. Requires sufficient math skill to perform business math computations. Requires sufficient human relation skills to use proper telephone etiquette, explain procedures to others, resolve conflicts, and portray a positive image of the College.

Requires the ability to perform assignments in all admissions and records process and sub-process. Requires the ability to learn and apply the most up-to-date regulations, policies, educational codes, and guidelines relating to admissions, registration, and student records. Requires the ability to work independently and collaboratively, prioritize workload, analyze problems, and determine solutions. Requires the ability to compile and evaluate data, prepare reports, charts, and graphs from standardized formats. Requires the ability to type/keyboard and use a mouse or other pointing device to operate a microcomputer, peripheral and common office equipment. Requires the ability to remain calm in stressful situations, work under pressure, meet deadlines and timetables, maintain attention to detail, and combine multiple tasks simultaneously. Requires the ability to compose general and specialized office correspondence, type, and keyboard at a rate sufficient to meet production requirements, analyze documentation in areas of assignment, and research and analyze technical information. Requires the ability maintain accurate records, file, and maintain filing systems, maintain confidentiality of private and/or sensitive information. Requires the ability to function as a cashier. Requires the ability to work cooperatively and productively with others.

Physical Abilities
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to sit at a workstation for extended periods of time and to stand upright and forward flexing, for intermittent periods of time. Requires the ability to interact with students at departmental service windows. Requires near visual acuity to write, read written materials and computer screens, and observe students at service windows in need of assistance. Requires sufficient hearing and speech ability for ordinary and telephonic conversations and to hear sound prompts from equipment. Requires sufficient hand-eye and finger dexterity to write, use a keyboard and pointing device. Requires the ability to reach to access files and move supplies and equipment in and out of storage areas. Requires sufficient hand-eye coordination to perform data entry at an advanced rate.

Working Conditions
Work is performed indoors where minimal safety considerations exist.

Education and Experience
The position requires an associate's degree and two years of experience in an admissions/student enrollment function. Direct and progressively responsible experience in admissions/enrollment may substitute for some higher education.

 Licenses and Certificates
 Requires a valid driver's license.
 

REQUIRED MATERIALS:

1. Online District application
2. Professional resume
3. Unofficial transcripts from an accredited institution verifying course work completed and degree(s) received.

*Incomplete applications will not be accepted. It is the candidate's responsibility to make sure the application packet is complete.*

West Hills Community College District is an equal opportunity employer committed to nondiscrimination on the basis of race, creed, color, religion, national origin, sex, sexual orientation, gender status, marital status, pregnancy, age, disability, genetic information or covered veteran's status consistent with applicable federal and state laws. Reasonable accommodations will be provided for applicants with disabilities who self-disclose.

Background Check: All of our positions require the ability to pass a background and live scan.

Selection Process: Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a qualifications screening by a committee. Those demonstrating the strongest backgrounds related to the position will be invited to interview.

Salary : $23 - $24