Detailed Job Description
GENERAL STATEMENT OF DUTIES:
Under the supervision of the Director of Admission the Clerk III is responsible for providing excellent customer service and admission information to students and others, maintaining files and records; answering telephones; preparing and mailing outgoing correspondence or parcels; preparing correspondence, forms, files, and reports for processing, storage, or forwarding; answering inquiries; operating standard office machines and equipment; contributing to a positive office environment; and performing related work as required.
EXAMPLES OF DUTIES:
- Interacts professionally with students and prospective students and their family members and accurately refers students' questions and concerns to appropriate offices on campus.
- Provides information to students and prospective students, in the office, on the telephone, and via email about the office and the College.
- Works as an effective team member in activities and projects that may involve multiple units on campus.
- Contributes to a positive and welcoming environment in the Admission Office by providing excellent customer service
- Sorts and opens mail.
- Handles student records with confidentiality and within the guidelines of the Family Educational Rights and Privacy Act (FERPA).
- Manages incoming high school transcripts; ensures authenticity of documents; enters data into Banner (GCC's student information management system); and files records into student's academic folder.
- Uses Excel to download data from Banner, creates files and performs mail merges.
- Prints students' transcripts and schedules.
- Operates office machines such as fax machine, copiers, and scanner.
- Manages the admission filing system; determines applicants who are currently enrolled each semester; pulls files for applicants who did not enroll; changes student information in Banner to reflect lack of enrollment.
- Provides backup for the on-line admission application process; including all Banner processes and jobs to upload electronic application to Banner; to create academic files for each applicant; to prepare and send acceptance packets and letters for students who have incomplete applications.
- Communicates with prospective students; answers questions via the online inquiry process; creates and sends information packets.
- Monitors and orders supplies for the Admission Office.
- Communicates with area high school guidance offices and service agencies as requested by the Director of Admission.
- Performs research using the Internet and retrieves records for the Director of Admission as needed.
- Maintains accuracy of student data in Banner.
- Generates student ID numbers, and inputs other data into Banner necessary to create a student's application and/or registration record.
- Provides administrative support for Admission Office events, which may include weekend and/or evening hours.
- Provides back-up administrative assistance for the Testing Center by answering telephone calls, scheduling appointments and preparing tests when needed.
- Processes students' completed add/drop and registration forms.
- Provides back-up support for the Registrar's Office by processing change of address, change of major and other forms related to student's records.
- Performs typing functions such as typing forms, routine correspondence, envelopes, labels, index cards, etc.
- Maintains records according to established procedures in order to ensure accurate and complete information.
- Answers inquiries relative to policies and procedures regarding admission to GCC.
- Schedules or arranges for conferences, meetings, interviews, appointments, or similar activities by reserving required facilities, checking the availability of parties involved and notifying appropriate individuals of dates, times and locations to ensure the availability of facilities and attendance by appropriate individuals.
- Notifies appropriate parties, orally and in writing, of information related to admission and new student events.
- Compiles statistical information to be included in reports of Admission Office activities.
- Proofreads typed material for grammatical, punctuation and spelling errors and for proper format, accuracy and completeness.
- Composes correspondence for routine letters such as requests for information, confirmation of meetings, etc.
- Operates specialized office machines or equiptment.
- Performs typing functions requiring the ability to accurately produce 35 words per minute, such as letters and memoranda.
Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.
- A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*
- A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*
- A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*
- A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for the required experience.*
*Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.
REQUIRED SKILLS, KNOWLEDGE AND APTITUDES:
- Knowledge of the English language including spelling, word meaning and word usage.
- Ability to understand and apply the laws, rules, policies and procedures governing assigned unit activities.
- Ability to read, write, and comprehend the English language.
- Ability to use proper grammar, punctuation and spelling.
- Ability to follow written and oral instructions.
- Ability to assemble items of information in accordance with established procedures.
- Ability to work accurately with names, numbers, codes and/or symbols.
- Ability to file material in accordance with standard filing procedures.
- Ability to maintain accurate records.
- Ability to communicate effectively in oral expression.
- Ability to establish and maintain harmonious working relationships with others.
- Ability to deal tactfully with others.
- Ability to operate a typewriter.
- Knowledge of the types and applications of standard office filing systems.
- Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
- Skill in operating general office machines and equipment such as photocopiers, mimeographs, other copying machines, file retrieval equipment, console multi-line telephone systems, postage meters, microfilm or microfiche viewers or processors, calculators, other adding machines, public address systems, paging devices, two-way radios, binders, hand collators, perforators, folders, electric staplers, shredders, or similar equipment.
- Ability to explain the laws, rules, policies and procedures governing assigned unit activities.
- Ability to perform arithmetical computations with speed and accuracy (addition, subtraction, multiplication and division).
- Ability to operate specialized office machines or equipment such as electronic data display terminals.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to determine the proper format and procedure for assembling items of information.
- Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
- Ability to type 35 mailable words per minute.
- Ability to contribute positively to the development and maintenance of a collegial and professional office environment.
- Ability to successfully manage multiple tasks in a timely manner within a fast-paced environment.
- Knowledge of and experience working with components of the Microsoft Office Suite, especially Excel, Word, and Outlook.
- Ability to operate on-line and computer-based systems for recording, managing and tracking information.
- Experience working directly in customer service.
- Knowledge of and ability to use the Banner student information management system or similar system.
- Bilingual skills (English/Spanish).
- Demonstrated commitment to promoting diversity and multiculturalism.
Greenfield Community College is located in the beautiful and historic Pioneer Valley of western Massachusetts, between the foothills of the Berkshire Mountains and the fertile farmland of the Connecticut River watershed. GCC is a public community college of approximately 2,100 credit students. Known for the caring and supportive attitude of the faculty and staff, and for the broad support it enjoys from the surrounding community, the college is fully accredited by the New England Association of Schools and Colleges. In addition to a strong Liberal Arts focus, the College offers a wide variety of innovative and successful programs including Gender and Women's Studies, Fine Arts, Nursing, Renewable Energy, and Outdoor Leadership, as well as varied learning environments, from traditional classrooms, to distance learning, peer tutoring, one-on-one faculty-student advising, workforce development, and learning communities that cater to specific needs and interests. Close to fifty percent of Greenfield Community College students transfer to four-year colleges, and it is Smith College's largest source of community college transfer students. Much of the College has just undergone a multi-million dollar renovation that sets the stage for future developments in learning. Greenfield Community College actively encourages and provides opportunities for leadership and professional development.