Administrative Assistant I - Registration & Records - FT

Under the general direction and supervision of the Administrative Director, Registration & Records, and the Associate Director, Registration & Records, the Administrative Assistant I provides clerical support for the Registration and Records Office. This includes operating a computer, copy machine, fax machine, telephone, multi-line switchboard, document imaging system, and other equipment as necessary. Serves as a member of the registration team, prepares reports, maintains student records (both paper and imaged), processes and distributes transcripts, and assists students. This is a full-time, regular position.

Essential Functions

Provide Customer Service for the Registration/Records Office

1. Communicate daily, both orally and in writing, with students, campus personnel, instructional staff, and other organization personnel.
2. Communicate with the supervisor in a timely, factual, clear, concise, and meaningful manner.
3. Answer questions from prospective, current, and former students and the general public as related to records and registration.
4. Direct other inquiries to the appropriate office.

Prepare, copy, and distribute printed materials.

1. Examples of printed materials are student schedules, transcripts, reports, minutes, and other items related to Registration and Records.

Prepare and Maintain Academic Transcripts

1. Process transcript requests for current and former students. This includes locating student records and the reproduction of student transcripts via the student information system, photocopy, or digital records.
2. Maintain the integrity of student academic records by verifying, updating, and correcting all information as directed.

Data Entry

1. Register students for courses and process drop/add forms.
2. Maintain student demographics by correcting and/or updating address changes, name changes, program changes, entry dates, and all other information related to student records.

Image Student Files

1. Scan documents into student files in the imaging system.
2. Organize student files and prepare them for imaging.
3. Use scanning equipment to image and index documents.
4. Verify the integrity of the information.
5. Retrieve documents from the imaging system for students and staff.

Operate Office Machines

1. Operate personal computer, including printer, telephone equipment with voicemail and automatic call distribution system, copier, fax machine, document imaging system, and other equipment as assigned.
2. Software usage includes Microsoft Office, document imaging and retrieval software, and Microsoft Outlook.

Work independently

1. Work independently with little or no supervision at times.
2. Solve problems and provide direction.

Training staff

1. Provides general training and direction as assigned.

Promote a Culture of Belonging

Support and promote an environment of belonging where all students, faculty members, and college employees feel welcomed, valued, and empowered to contribute. Foster a community where each individual and their varied perspectives enrich the educational experience and create a safe and respectful environment. Support the College’s policies and programming related to access, fair employment, and equal opportunities for all.

Minimum Qualifications

1. High School graduate or GED.
2. Minimum of two (2) years data entry/clerical experience or one (1) year office experience plus one (1) year of related coursework or data entry training.

Salary

$17.32 per hour

Benefits

SCC BEN Dollars – Eligible Employees: Full-time status. Regular employees with an FTE of 0.75 or greater will be eligible for SCC Ben Dollars. All employees will be required to elect a health insurance option. If the cost of insurance coverage selected by an employee exceeds the SCC Ben Dollars available, all additional costs will be withheld from the employee’s paycheck. Any SCC Ben Dollars that the employee does not elect to use for the purchase of dependent health and dental insurance will be paid to the employee in cash at $0.93 per $1.00 benefit dollar. All amounts paid are subject to withholding for income and employment taxes, but not subject to the College’s contribution toward the Retirement Savings Plan – Group Retirement Account (GRA).

Schedule

Normal working hours for this full-time regular position are scheduled between 7:30 a.m. and 6:00 p.m., Monday through Thursday, and 7:30 a.m. and 5:00 p.m. on Friday, requiring a minimum of a 40-hour work week, based on a 260-day work calendar. Scheduled special activities, emergencies, or temporary schedule changes may require hours outside of the regular workday or workweek