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Admissions and Records Systems Specialist (Substitute)

Company: Saddleback College
Location: Mission Viejo
Posted on: March 20, 2023

Job Description:

Saddleback College

Admissions and Records Systems Specialist (Substitute)

Job Category: NBU

Job Opening Date: December 13, 2022

Job Closing Date: June 30, 2023

Locations: Saddleback College

Pay Grade, for more information click on this link:

Pay Type: Hourly

Job Description: Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.


Under direction from assigned supervisory or management staff, directs, oversees, and participates in the daily functions of the Admissions & Records information processing unit including personal computer support and training, network mapping and troubleshooting related to standard operations, applications, system, or equipment malfunctions, web page maintenance and support, and creation of online documentation methods and procedures related to data processing functions and ATI imaging system; and performs a variety of technical duties relative to the assigned area of responsibility.


The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

--- Operations, services, and activities of computer system support program area.

--- Computer systems and software applications; knowledge of those used in an admissions and records office at a community college is desirable.

--- Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

--- WAN and LAN technologies, FTP protocols, parallel and serial ports, routers, repeaters, terminators, and general data communication principles.

--- Principles and techniques used in Web page maintenance including HTML coding, FTP file transfers, and related applications such as Dreamweaver or Frontpage.

--- SQL query clauses.

--- Database design understanding and principles.

--- Personal computer configuration and peripheral equipment capabilities.

--- Principles and procedures relating to information processing and record keeping.

--- Procedures and techniques of data entry and retrieval.

--- Methods and standards used in processing College paperwork.

--- Principles and practices used to establish and maintain files and information retrieval systems.

--- Principles and techniques used in public relations including methods and techniques of proper counter, receptionist, and telephone etiquette.

Ability to:

--- Learn admissions, records, enrollment, and registration policies and procedures for a community college.

--- Organize and manage multiple projects simultaneously.

--- Perform basic analysis of computer related problems and determine best resolution.

--- Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

--- Maintain and update a web site.

--- Create tables, user forms, web access pages, and queries to extract data for reporting and calculations.

--- Understand the organization and operation of the functional area as necessary to assume assigned responsibilities.

--- Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.

--- Independently perform information processing duties and activities of a general and specialized nature in support of the assigned Admissions and Records functions.

--- Lead, organize, and review the work of assigned staff.

--- Analyze problems and identify alternative solutions.

--- Exercise initiative and sound judgment in solving difficult and complex administrative and technical problems within established procedural guidelines.

--- Develop recommendations for problematic areas and implement and monitor changes.

--- Respond to requests and inquiries from students, staff, or the general public; effectively present information in person or on the telephone to students, staff, or the public.


Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:


Equivalent to two years of college level course work in management information systems, computer information systems, or a related field.


Three years of increasingly responsible information technology experience including experience in an environment that has personal computers, web interfaces, and administrative or mainframe systems.


The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Additional Information

--- $30.34/hr

--- Up to 25 hours per week

--- Schedule TBD

--- On-site only

This position is a short-term, temporary, hourly, Non-Bargaining Unit (NBU) assignment, not to exceed 160 days per fiscal year (July 1-June 30). The assignment is on an as needed basis, and may be shortened or extended at any time, due to departmental needs, with little to no notice. This recruitment will remain open until filled or withdrawn. Once you have submitted an application electronically, the current status of your application will be available to view at any time upon signing in under your personal username and password. Please do not call the Human Resources Office regarding the status of your application.

Employment with the South Orange County Community College District is contingent upon successful completion of the Human Resources pre-employment ("onboarding") process. The Human Resources onboarding process may include, but is not limited to, successful completion of Live Scan fingerprinting (approx $70), I-9 completion, background checks, reference checks, TB testing, COVID-19 vaccination, as well as completion of the online onboarding process. Failure to successfully complete any portion of the onboarding process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment information may result in withdrawal of any conditional job offer or termination of employment. Short term, non-bargaining unit (NBU) positions may only be used on an intermittent/seasonal basis. Ed. Code sect. 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis."

Inclusion, Diversity, and Equity:

The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.

Disability Accommodations: If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling or sending an e-mail to .

COVID-19 Vaccination: The Board of Trustees voted to require COVID-19 vaccinations for all students, employees, and volunteers with allowances for medical exemptions and sincerely held religious beliefs as defined by law. To apply for an exemption, please contact Leilani Anselmo at with your written request specifying which exemption you are seeking. If applying for an exemption, it must be approved by the District prior to your start date. You will need to upload your QR code for you vaccination during the onboarding process.

NBU at-will employment: After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee . click apply for full job details

Keywords: Saddleback College, Mission Viejo , Admissions and Records Systems Specialist (Substitute), Other , Mission Viejo, California

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