Admissions and Records Specialist

Admissions and Records Specialist

Salary: $66,818.00 - $82,179.00 Annually

Location: Districtwide, CA

Job Type: Permanent

Division: DO Personnel Commission

Job Number: 2025049

Closing: 1/16/2026 11:59 PM Pacific

Under general supervision, performs complex and technical duties related to student recordkeeping, admissions, residency, and academic records. Responsibilities include data entry, tracking, reporting, petition management, enrollment issue resolution, registration for non‑standard programs, and providing lead‑level direction to lower‑level staff.

• Provide input and direction in selecting, training and guiding staff; assign, schedule, and monitor work for accuracy and compliance with district and regulatory standards.
• Assist supervisor in ensuring a fair, open, and inclusive work environment that aligns with the district’s mission, goals, and values.
• Act as the lead technical resource for admissions & records, coordinating front‑counter and back‑office operations and enrollment processes.
• Offer technical assistance and guidance to students, staff, counselors, faculty, and administrators regarding district regulations, admissions & records policies, academic transfer, and graduation requirements.
• Research, review, process, and authorize residency, course eligibility, fee modifications, and other student petitions.
• Perform bulk registration for dual enrollment, cohorts, and other programmatic enrollments.
• Research and resolve course enrollment issues with instructors; oversee end‑of‑term roster submission, verify and enter grades, and authorize record corrections.
• Maintain audit and reconciliation of student supporting documentation; rotate and schedule records for destruction per district policies; ensure confidentiality under FERPA.
• Accept payments and cash receipts for parking, childcare, tuition, and other fees; close and balance cash drawer.
• Demonstrate sensitivity to historically minoritized groups and participate in professional development to enhance equity‑minded practices.
• Review student records and provide information to evaluators and counselors as requested.
• Serve as technical liaison to departments and the Office of Instruction for prerequisite or enrollment issues.
• Perform international student admissions services and act as School Certifying Official (SCO) per VA regulations when assigned.
• Provide administrative support to committees and meetings, including agenda preparation and minutes.
• Perform additional duties as assigned.

• Act as liaison between students and district student services for accommodations, tutoring, and career research.
• Schedule orientation and advisor/counselor appointments using scheduling software.
• Submit and track requests for payments and purchase orders; calculate budget usage and submit payroll timesheets.
• Support instructors with supplies, materials, and equipment; assist with technical issues in classrooms and online.
• Maintain the Oakhurst website and social media, providing emergency notifications as needed.
• Coordinate maintenance staff and contractors by submitting facilities work orders.

Knowledge of:

• Customer service practices and telephone etiquette.
• District student recordkeeping practices and data processing.
• State college general education and community college transfer requirements.
• Policies, procedures, goals, and objectives of a college admissions and records department.
• Effective business communication and application of federal and state regulations governing admissions.
• California Education Code, FERPA, and relevant district policies.
• Safety policies and work practices applicable to the position.
• Human Resources procedures, collective bargaining agreements, and personnel commission rules.
• Standard business software, database and spreadsheet applications.

Skills and Abilities:

• Assign and inspect the work of other admissions staff.
• Interpret and apply complex legal mandates and regulations with high accuracy.
• Analyze problems and recommend effective courses of action.
• Maintain confidentiality of district and student files.
• Set priorities and…