Admissions/Records Assistant I

Contra Costa Community College District; Martinez (CA); On-site; USD 47,000 - 58,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid holidays

Retirement benefits

Job summary

Contra Costa Community College District seeks an Admissions/Records Assistant to perform clerical tasks for student registration and records. You will process forms, assist students at a service counter, and maintain accurate records using the ERP system.

Responsibilities include handling cash, issuing receipts, and balancing cash drawers; you will also prepare reports and correspondence while supporting admissions staff in a bustling campus office.

Qualifications

• Experience performing general clerical duties in a student/public service setting.
• Ability to learn ERP systems and input data accurately.
• Proficiency with Microsoft Office and basic office software.
• Strong written and verbal communication; attention to detail.

Responsibilities

• Register students into classes and input information into the ERP system.
• Provide routine information to students, faculty and departments on procedures.
• Process applications, collect forms, and balance cash receipts.
• Assist with registrations, drops and additions and issue receipts.
• Prepare routine correspondence and maintain administrative files.

Skills

Data entry

Cash handling

Microsoft Office

ERP system operation

Effective communication

Keyboarding accuracy

Education

High school diploma or GED or equivalent

Tools

ERP System

Microsoft Office Suite

Job description

Please see Special Instructions for more details.

NOTE: New employees will be placed at the first step which is $47,460 per year, second step $49,860 per year or third step at $52,392 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $57,828 per year is reached on the salary schedule.

Position Title

Special Instructions to Applicants

NOTE : New employees will be placed at the first step which is $47,460 per year, second step $49,860 per year or third step at $52,392 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $57,828 per year is reached on the salary schedule.

Our Vision for Social Justice

We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers. Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.
The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.
Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet we are steadfast in our diligence to forge ahead to advance this vital mission.
Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.
The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.
If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education.

Recruitment Type:

Recruitment Type: Open (Internal and External applicants)

Location

Posting Number

Posting Number 0002349

# of Openings

# of Openings 2

Range

Range 45

Salary YEARLY: $47,460, step 1 - $57,828, step 5 (see special instruction for initial step placement)

Position Status

Position Status Permanent

Overtime Status

Overtime Status Non-Exempt (eligible)

Position

Position Full-Time

If temporary, employment duration: N/A

# of Hours Scheduled Per Week

# of Hours Scheduled Per Week 40

Work Schedule By Day and Work Hours

9/80 Schedule
Monday-Thursday, 8:30am-6pm
Alternating Friday, 8:30am-5pm

Shift Differential %

Shift Differential % N/A

# of Months

# of Months 12

Non-work Periods:

Non-work Periods: N/A

EEO Job Category

Employee Group

Employee Group Classified

Department

Department D1003-Admissions/Records Office

Position Definition

To perform a variety of routine clerical duties in the areas of student registration and admissions and records.

Distinguishing Characteristics

Admissions/Records Assistant I – Positions assigned to classification are generally task focused and consistent on a day-to-day basis. Employees in this position may be required to provide general and specific information at a student service counter, as well as to perform general clerical duties.
Admissions/Records Assistant II – Positions assigned to this classification are distinguished from that of Admissions/Records Assistant I by specialization in an area such as the interpretation or application of federal or District regulations.
Admissions/Records Assistant, Senior – Positions assigned to this classification perform the more difficult admissions/records tasks and provide technical or functional supervision and assistance to less experienced personnel.
Admissions/Records Assistant, Lead – Positions in this classification will help train and coordinate admissions/records personnel. Employees in this position serve as an assistant to the Director of Admissions/Records and provides on-going technical and functional lead supervision to the office staff.

Examples of Duties/Essential Functions

Duties may include, but are not limited to, the following:

• Registers students into classes by accurately entering student and class information into the Enterprise Resource Planning ( ERP ) System.
• Provides routine information to students, faculty and other departments regarding registration and admission procedures and other general information.
• Receives admissions and enrollment forms; reviews for accuracy; processes applications.
• Assists students in filling out forms; collects and records fees; monitors and processes incoming requests; assists students resolving transcript issues; sends transcripts to students and colleges.
• Assists students with and processes online registrations, drops and additions; collects and accounts for money; issues receipts; closes out and balances cash drawer.
• Prepares and runs basic reports.
• Performs transactions to correct student academic records.
• Collects, records, and logs subpoenas directed to the Custodian of Records.
• Responds to requests from other educational institutions and agencies involving the verification of student status and records.
• Updates and maintains a variety of data for completeness and accuracy.
• Prepares routine correspondence and departmental materials; opens, processes and distributes incoming mail; maintains office supply inventory; establishes and maintains administrative files and records.
• Answers phones, acting as the first point of contact, providing information on admissions, registration and student records.
• Performs related duties as assigned.

EXPERIENCE AND TRAINING
One (1) year of experience performing general clerical duties in a similar work environment, ideally involving student/public contact and/or admissions and records.
EDUCATION / LICENSE OR CERTIFICATE
Possession of a high school diploma/ GED or the equivalent.

Basic business practices.
Methods of cash handling and cash reconciliation.
Communicate effectively, both orally and in writing.
Modern office procedures, practices and technology/equipment
Modern software applications (e.g. Microsoft Office Suite, etc.).
Recordkeeping principles and procedures. Basic mathematics.

Minimum Qualification-Skill To

Skill/Ability to:
Operate and enter data into a computer accurately.
Learn to operate and enter data into an Enterprise Resource Planning ( ERP ) System accurately and quickly.
Learn state and federal regulations, and District policies and procedures.
Serve students, staff and colleagues in a helpful and professional manner.
Adapt to changing circumstances and multi-task.
Make mathematical calculations accurately.
Keyboard with accuracy.
Understand and carry out both oral and written instructions.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Minimum Qualification-Ability To

N/A

Desirable Qualifications

1. Work on complex software systems for inputting and monitoring student records.
2. Understand and independently carry out both oral and written instructions.
3. Establish and maintain cooperative work relationships with those contacted in the performance of required duties.

Job Open Date:

Job Open Date: 09/22/2026

Job Close Date:

Job Close Date: 10/06/2026

Open Until Filled No

Foreign Degree and Credit Statement:

In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services ( NACES ) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

Employee Benefits:

Insurance: The district offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents.
Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System).
Police Service employees are members of Safety Public Employees Retirement System.

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website

POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)

All job offers of employment are conditional upon the applicant’s satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations:

In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to [e-mail] . For administrative purposes, requests must be made at the time of application.

It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Tell us how you meet the minimum qualification of: One (1) year of experience performing general clerical duties in a similar work environment, ideally involving student/public contact and/or admissions and records.

  (Open Ended Question)

• * Please describe your experience with modern software applications, online databases, and/or business office technology and equipment (e.g., Microsoft Office Suite) and provide examples of the technology and equipment you have used.

  (Open Ended Question)

• * Please describe your experience with maintaining the confidentiality and security of private records while providing equitable service excellence.

  (Open Ended Question)

Required Documents

• Resume/CV
• Cover Letter

Contra Costa Community College District
District Office
500 Court Street
Martinez, CA 94553

Candidate Employment Notice:The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.