Pasadena Area Community College District
Admissions and Records Clerk III
Pasadena Area Community College District, Pasadena, California, United States, 91122
Salary :
$58,723.80 - $64,743.00 Annually Location :
Pasadena, CA Job Type:
Full-Time Job Number:
09348 Department:
Student Services Division:
Admissions & Records Opening Date:
09/30/2025 Closing Date:
10/17/2025 11:59 PM Pacific Probationary Period:
Six months Work Shift:
See posting for work schedule details. Salary Schedule/Range:
CFT-40
*This position is categorically grant-funded. Work Schedule:
Monday through Thursday 10:30 A.M. - 7:00 P.M. and
Friday 8:00 A.M. - 4:30 P.M. Under general supervision, the position performs above average clerical duties of a specialized nature and performs related work as required.
EXAMPLE OF DUTIES:
Performs clerical duties by applying procedures and practices; keeps confidentialrecords. Adheres to federal and state laws to maintain the confidentiality of student information. Determines how policies and procedures apply to individual situations. Promotes a helpful and friendly atmosphere for students and staff. Maintains student files; organizes images of student-related records. Assists students in maintaining their records. Assists faculty with submitting grades; provides faculty information about student records. Assists students by processing admission applications, informing students of admission requirements, and determining residence. Conducts data entry to enter admissions, records, and registration information. Responds to admissions, records, and registration questions by applying state/federal regulations and District policies. Produces college transcripts and information verifications related to student records. Develops correspondence related to the productions of college transcripts and information verifications related to student records. Enters, updates, and searches for student-related information. Responds to inquiries related to admission, records, and registration. Maintains and orders office supplies. Refers students to District resources such as, but not limited to, personal counseling, academic counseling, assessment, or supervisor as appropriate. Gives instruction or direction by developing work assignments, prioritizing work, and informing staff of new procedures. Trains new staff and work-study students. Promotes and maintains open communication between staff and the supervising manager. Coordinates online admission application processes and procedures. Coordinates the response to student questions received through the departmental website. Reviews and assists with updating admissions and records information available on PCC's website. Performs related duties as assigned. QUALIFICATIONS
- Required qualifications to effectively perform the job.
EDUCATION/EXPERIENC
E
Graduation from high school Three (3) years of clerical experience. DESIRABLE QUALIFICATIONS
:
Computer data entry experience. Experience working in a community college or university Admissions and Records office. KNOWLEDGE, SKILLS AND ABILITIES -
May be representative, but not all-inclusive, of those knowledge, skills and abilities commonly associated with this position.
KNOWLEDGE OF:
Modern office practices ABILITY TO:
Learn to follow a variety of assignments of above-average difficulty. Perform clerical tasks with accuracy and to produce letters and small reports. Communicate effectively; both orally and in writing. Work collaboratively in a multicultural environment. PHYSICAL ABILITIES AND WORK ENVIRONMENT -
Activities and environmental or atmospheric conditions commonly associated with the performance of the functions of this job. The physical demands and environmental conditions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
PHYSICAL ABILITIES
Seeing to inspect written documents, communicate with District staff, sitting for extended periods of time, bending, kneeling and reaching to retrieve and file records, and dexterity of hands and fingers to operate a keyboard and other office equipment.
CORE COMPETENCIES:
The District has identified the following essential skills and attributes needed for success in this position.
Record Maintenance Clerical Skills Knowledge of Policies and Procedures Customer Service Communication Skills Organizational Skills Attention to Detail Problem-Solving Skills SALARY RANGE CFT-40
APPLICATION AND SELECTION PROCESS
Pasadena City College (PCC) utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. Job postings will not be reopened due to failure to submit an application before the closing date
for any reason . You can apply for a position from any computer with Internet access. Please keep in mind the following:
If you do not follow the process or your application/resume is incomplete, your information will not be processed. If you need to update any submitted information, you will need to reapply in full. When HR sees duplicate applications, we archive the oldest and the most recent application and materials are considered. The selection advisory committee will review, evaluate, and consider applications and supporting materials received by the deadline. Meeting the minimum qualifications for a particular position does not assure the applicant an interview. While the acceptance of the application packet is done through PCC's Applicant Tracking System (ATS), all hiring decisions are made by a hiring committee. Once applications are submitted, they are final. Please carefully review your application and the documents which you are attaching to make sure that they are free from errors and complete. If you require assistance with your application, please refer to the application guide or you may contact NeoEd Customer Support at 855-524-5627. Customer Support is available Monday - Friday, 6 a.m. - 6 p.m. (PST). All materials listed below may be required for your application packet to be considered complete:
Resume or Curriculum Vitae Cover Letter
After a review of applications received, the District may require the completion and submission of supplemental documents prior to the interview process.
ADDITIONAL INFORMATION
Successful applicants must provide proof of eligibility to work in the United States. Successful completion of background check including Live Scan and Tuberculosis (TB) assessment/screening. Pasadena Area Community College District
will not
sponsor any visa applications. Applicants must be available for interviews at Pasadena City College at no cost to the District. Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Office of Human Resources directly at (626) 585-7388. The Pasadena Area Community College District does not discriminate in the educational programs and activities operated by the District or in employment procedures and practices of the District. The Policies of Title IX as developed to date are available for inspection during normal business hours at the District office at 1570 E. Colorado Blvd., Pasadena, CA 91106. Crime awareness and campus security information are available from Campus Police. (Public Law 101-542). The Pasadena Area Community College District is an equal opportunity employer. The District encourages applications from underrepresented minorities and the disabled. An applicant, who attempts to contact individual Board members or members of the screening committee with the intent of influencing the decision of the committee or the Board, will be disqualified. General inquiries regarding the position and/or District employment should be directed to the Office of Human Resources.
PASADENA AREA COMMUNITY COLLEGE DISTRICT Equal Opportunity, Title IX, Section 504 Employer At Pasadena City College, we are committed to supporting our employees with a comprehensive benefits package that enhances your life both inside and outside of work. Our benefits include a generous holiday schedule, ample sick time, and flexible vacation policies to ensure you have the time you need to rest and rejuvenate. For detailed information about our benefits, please view our 01
I understand that my application will be considered incomplete if any required sections of the application are not completed and/or if any documents that are required are not attached to my online application by the closing date.
Yes No
02
All applicants are required to submit responses to the following supplemental questions. Your responses will provide information about your background and experience related to this position and will be used in the screening and selection process.Be concise yet specific and informative in your responses to these supplemental questions. "See resume," attachments or links will not be accepted as a substitute for your responses to the questions in the following boxes. Incomplete responses will not be considered. Please indicate below that you have read and understand these instructions.
Yes No
03
Please specify your highest level of education.
High School or equivalent (GED) Associate's Degree Bachelor's Degree Master's Degree Juris Doctor Doctorate Degree
04
How many years of clerical work experience do you have?
No experience One Year Two Years Three Years Four Years Five Years or more
05
Indicate where you have worked to obtain clerical experience. What was the time frame, what was the employer's name and describe the work performed. (You must complete this section). 06
How familiar are you with performing data entry in student information systems (e.g., admissions, registration, or records software)?
Not familiar Somewhat familiar - limited data entry experience Proficient - I regularly enter and update student-related data Expert - I enter, troubleshoot, and train others on data entry
07
Which statement best reflects your experience in a college admissions and records office?
No experience in admissions and records Limited experience (less than 1 year) supporting admissions/records tasks 1-2 years' experience processing applications, transcripts, or student records 3 or more years' experience handling admissions/records processes in higher education
08
Which of the following reflects your understanding of confidentiality requirements in higher education?
I am not familiar with confidentiality regulations I have basic awareness but no practical experience applying them I have applied confidentiality laws/regulations (such as FERPA) in prior positions I have trained others in maintaining confidentiality of student records
09
Describe how you have demonstrated sensitivity and understanding in delivery of services and support to a diverse workforce and student population (diverse in terms of socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background). This section is required. Required Question
$58,723.80 - $64,743.00 Annually Location :
Pasadena, CA Job Type:
Full-Time Job Number:
09348 Department:
Student Services Division:
Admissions & Records Opening Date:
09/30/2025 Closing Date:
10/17/2025 11:59 PM Pacific Probationary Period:
Six months Work Shift:
See posting for work schedule details. Salary Schedule/Range:
CFT-40
*This position is categorically grant-funded. Work Schedule:
Monday through Thursday 10:30 A.M. - 7:00 P.M. and
Friday 8:00 A.M. - 4:30 P.M. Under general supervision, the position performs above average clerical duties of a specialized nature and performs related work as required.
EXAMPLE OF DUTIES:
Performs clerical duties by applying procedures and practices; keeps confidentialrecords. Adheres to federal and state laws to maintain the confidentiality of student information. Determines how policies and procedures apply to individual situations. Promotes a helpful and friendly atmosphere for students and staff. Maintains student files; organizes images of student-related records. Assists students in maintaining their records. Assists faculty with submitting grades; provides faculty information about student records. Assists students by processing admission applications, informing students of admission requirements, and determining residence. Conducts data entry to enter admissions, records, and registration information. Responds to admissions, records, and registration questions by applying state/federal regulations and District policies. Produces college transcripts and information verifications related to student records. Develops correspondence related to the productions of college transcripts and information verifications related to student records. Enters, updates, and searches for student-related information. Responds to inquiries related to admission, records, and registration. Maintains and orders office supplies. Refers students to District resources such as, but not limited to, personal counseling, academic counseling, assessment, or supervisor as appropriate. Gives instruction or direction by developing work assignments, prioritizing work, and informing staff of new procedures. Trains new staff and work-study students. Promotes and maintains open communication between staff and the supervising manager. Coordinates online admission application processes and procedures. Coordinates the response to student questions received through the departmental website. Reviews and assists with updating admissions and records information available on PCC's website. Performs related duties as assigned. QUALIFICATIONS
- Required qualifications to effectively perform the job.
EDUCATION/EXPERIENC
E
Graduation from high school Three (3) years of clerical experience. DESIRABLE QUALIFICATIONS
:
Computer data entry experience. Experience working in a community college or university Admissions and Records office. KNOWLEDGE, SKILLS AND ABILITIES -
May be representative, but not all-inclusive, of those knowledge, skills and abilities commonly associated with this position.
KNOWLEDGE OF:
Modern office practices ABILITY TO:
Learn to follow a variety of assignments of above-average difficulty. Perform clerical tasks with accuracy and to produce letters and small reports. Communicate effectively; both orally and in writing. Work collaboratively in a multicultural environment. PHYSICAL ABILITIES AND WORK ENVIRONMENT -
Activities and environmental or atmospheric conditions commonly associated with the performance of the functions of this job. The physical demands and environmental conditions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
PHYSICAL ABILITIES
Seeing to inspect written documents, communicate with District staff, sitting for extended periods of time, bending, kneeling and reaching to retrieve and file records, and dexterity of hands and fingers to operate a keyboard and other office equipment.
CORE COMPETENCIES:
The District has identified the following essential skills and attributes needed for success in this position.
Record Maintenance Clerical Skills Knowledge of Policies and Procedures Customer Service Communication Skills Organizational Skills Attention to Detail Problem-Solving Skills SALARY RANGE CFT-40
APPLICATION AND SELECTION PROCESS
Pasadena City College (PCC) utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. Job postings will not be reopened due to failure to submit an application before the closing date
for any reason . You can apply for a position from any computer with Internet access. Please keep in mind the following:
If you do not follow the process or your application/resume is incomplete, your information will not be processed. If you need to update any submitted information, you will need to reapply in full. When HR sees duplicate applications, we archive the oldest and the most recent application and materials are considered. The selection advisory committee will review, evaluate, and consider applications and supporting materials received by the deadline. Meeting the minimum qualifications for a particular position does not assure the applicant an interview. While the acceptance of the application packet is done through PCC's Applicant Tracking System (ATS), all hiring decisions are made by a hiring committee. Once applications are submitted, they are final. Please carefully review your application and the documents which you are attaching to make sure that they are free from errors and complete. If you require assistance with your application, please refer to the application guide or you may contact NeoEd Customer Support at 855-524-5627. Customer Support is available Monday - Friday, 6 a.m. - 6 p.m. (PST). All materials listed below may be required for your application packet to be considered complete:
Resume or Curriculum Vitae Cover Letter
After a review of applications received, the District may require the completion and submission of supplemental documents prior to the interview process.
ADDITIONAL INFORMATION
Successful applicants must provide proof of eligibility to work in the United States. Successful completion of background check including Live Scan and Tuberculosis (TB) assessment/screening. Pasadena Area Community College District
will not
sponsor any visa applications. Applicants must be available for interviews at Pasadena City College at no cost to the District. Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Office of Human Resources directly at (626) 585-7388. The Pasadena Area Community College District does not discriminate in the educational programs and activities operated by the District or in employment procedures and practices of the District. The Policies of Title IX as developed to date are available for inspection during normal business hours at the District office at 1570 E. Colorado Blvd., Pasadena, CA 91106. Crime awareness and campus security information are available from Campus Police. (Public Law 101-542). The Pasadena Area Community College District is an equal opportunity employer. The District encourages applications from underrepresented minorities and the disabled. An applicant, who attempts to contact individual Board members or members of the screening committee with the intent of influencing the decision of the committee or the Board, will be disqualified. General inquiries regarding the position and/or District employment should be directed to the Office of Human Resources.
PASADENA AREA COMMUNITY COLLEGE DISTRICT Equal Opportunity, Title IX, Section 504 Employer At Pasadena City College, we are committed to supporting our employees with a comprehensive benefits package that enhances your life both inside and outside of work. Our benefits include a generous holiday schedule, ample sick time, and flexible vacation policies to ensure you have the time you need to rest and rejuvenate. For detailed information about our benefits, please view our 01
I understand that my application will be considered incomplete if any required sections of the application are not completed and/or if any documents that are required are not attached to my online application by the closing date.
Yes No
02
All applicants are required to submit responses to the following supplemental questions. Your responses will provide information about your background and experience related to this position and will be used in the screening and selection process.Be concise yet specific and informative in your responses to these supplemental questions. "See resume," attachments or links will not be accepted as a substitute for your responses to the questions in the following boxes. Incomplete responses will not be considered. Please indicate below that you have read and understand these instructions.
Yes No
03
Please specify your highest level of education.
High School or equivalent (GED) Associate's Degree Bachelor's Degree Master's Degree Juris Doctor Doctorate Degree
04
How many years of clerical work experience do you have?
No experience One Year Two Years Three Years Four Years Five Years or more
05
Indicate where you have worked to obtain clerical experience. What was the time frame, what was the employer's name and describe the work performed. (You must complete this section). 06
How familiar are you with performing data entry in student information systems (e.g., admissions, registration, or records software)?
Not familiar Somewhat familiar - limited data entry experience Proficient - I regularly enter and update student-related data Expert - I enter, troubleshoot, and train others on data entry
07
Which statement best reflects your experience in a college admissions and records office?
No experience in admissions and records Limited experience (less than 1 year) supporting admissions/records tasks 1-2 years' experience processing applications, transcripts, or student records 3 or more years' experience handling admissions/records processes in higher education
08
Which of the following reflects your understanding of confidentiality requirements in higher education?
I am not familiar with confidentiality regulations I have basic awareness but no practical experience applying them I have applied confidentiality laws/regulations (such as FERPA) in prior positions I have trained others in maintaining confidentiality of student records
09
Describe how you have demonstrated sensitivity and understanding in delivery of services and support to a diverse workforce and student population (diverse in terms of socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background). This section is required. Required Question