Records Specialist (WAT)

Essential Functions

• Greet visitors to Student Services, answer general questions about the College, and direct students to other staff members as appropriate.
• Provide accurate information that reflects the policies and procedures of CCC&TI.
• Answer, screen, and triage incoming calls to the College.
• Process incoming applications and registration documents while maintaining student records in CCC&TIs student information database and document imaging systems.
• Create and send welcome packets to new students.
• Communicate with students regarding missing admissions documents.
• Absorb and accurately process forms related to student records.
• Research issues and discrepancies involving student records, transcripts, and course schedules.
• Operate a variety of office equipment, software and ERP systems.
• Provide excellent customer service to faculty, staff, and students.

Marginal Functions

• Maintain Procedures Manual, as assigned.
• Receive, open, sort and distribute mail daily.
• Participate in professional development and employee training, as required.
• Perform para-professional support work and other duties, as assigned.

Knowledge

• Operations, services and activities of assigned department.
• General principles and practices of fiscal, statistical, and administrative data collection and report preparation.
• Business letter writing and report preparation techniques.
• Advanced principles and procedures of record keeping and reporting.
• Modern office procedures, methods, and computer equipment.
• English usage, spelling, grammar and punctuation.
• Basic accounting and mathematic principles.
• Pertinent Federal, State and local laws, codes and regulations.
• Variety of computer software programs and networks.
• Alpha and numerical filing systems.
• College registration procedures.

Ability

• To perform a variety of responsible and confidential administrative, and clerical duties to assist students through the Admissions, Enrollment, and Registration processes.
• To understand CCC&TI's electronic transcript process.
• To perform responsible and difficult data entry work involving the use of independent judgment and personal initiative.
• To understand the organization and operation of the CCC&TI campus as necessary to assume assigned responsibilities.
• To interpret and apply administrative and departmental policies, procedures, laws, and regulations.
• To work independently in the absence of supervision.
• To compile and maintain confidential records.
• To independently prepare correspondences and memorandums.
• To operate a variety of software, and student information databases including but not limited to Ellucian Colleague/Banner, Informer, Etrieve, etc.
• To provide excellent customer service to faculty, staff, and students.

Environmental Conditions

• The employee should have the ability to effectively handle a work environment and conditions which involve an office and classroom workspace, working closely with others, and periodically working irregular hours.
• The employee must maintain the office and teaching environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.
• Physical and marginal functions require the ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following; standing, walking or sitting for extended periods, moderate lifting and carrying, reaching above shoulder, general manual dexterity, operating assigned equipment, and extended exposure to computer screens.
• The employee is required to maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.
• Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, demonstrating intellectual capabilities, and evaluating the effectiveness of programs and personnel.

Scheduling Conditions

• This is a full-time, 12-month position, which requires the employee to be on campus or at an approved alternate location for at least thirty-six hours per week, Monday through Thursday, 8:00am-5:00pm, and Friday, 8:00am-12:00pm, including one evening per week till 7:00 PM.
• This position generally works daytime hours but has the potential for occasional evening or weekend hours.

Traveling Conditions

• Local travel between the Caldwell campus, Watauga campus, or any off-campus sites may be needed.
• Out of state travel is limited, but may be required for training and conferences.