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Records Specialist

Under the direct supervision of the Registrar, Records Specialist will provide a high level of quality customer service to assist students with enrollment. Also, maintain student files, process enrollment verifications, loan deferments, assist with institutional, state and federal reports. 

Essential Functions & Responsibilities

  • To understand and commit to the Mission of the College ~ “To provide challenging and  diverse opportunities for the pursuit of learning and to enhance personal and community development in a responsible, accessible and learner-centered environment.”
  • Provide high quality customer service.
  • Process student enrollments both in person and on the phone.
  • Maintain high school release forms.
  • Prepare, mail, and record transcripts.
  • Update the transcript file.
  • Process Guided Studies enrollments and completions.
  • Maintain student academic files.
  • Assist with annual state audit preparation.
  • Process enrollment verifications and loan deferments.
  • Assist with the preparation of institutional, state, and federal reports.
  • Maintain “Wait” and “Closed” class lists.
  • Act as the Veteran’s Administration Representative.
  • Assist with commencement.
  • Perform other duties as assigned by the Registrar.

The above job description supersedes all previous descriptions. This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities. The job description may not be inclusive of all duties and job responsibilities. Administration has the right to add to or change the job responsibilities to cover absences or relief to equalize peak work periods at any time.



  • Must be PC proficient, including word processing, Excel, and data base management.
  • Exceptional office skills, including: keyboarding, filing, calculator, and telephone skills.
  • General knowledge of other office equipment.
  • Strong communications skills required.
  • Must possess a strong work ethic and commitment to working as an effective team member in a high traffic office.
  • Must be able to work well with students, the public, faculty, peers, and administrators.


  • Associates degree or higher
  • Experience in student records, academic advising, and other student services.
  • Bilingual (Spanish/English)
  • Valid driver’s license

Supervisory Responsibilities

  • None

Building Assignment

Student Union