Records and Accounts Specialist-Office of the Registrar (4722C) #17660
Job ID:
17660
Location: Main Campus-Berkeley
Full/Part Time:
Full-Time
Department
Admiss & Enroll Immed Ofc
Regular/Temporary:
Regular
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Application Review Date
The First Review Date for this job is: April 23rd
Departmental Overview
The Office of the Registrar (OR) has primary responsibility for interpreting and implementing the academic policies of the campus in the areas of student registration, course enrollments, classroom use, recording of grades, and maintenance of student records. It provides comprehensive services in these areas to students, prospective students, alumni, and the general public.
The Transcript Unit provides service and operational support to the entire campus including students, academic staff and advisers in academic departments, colleges and schools, faculty, staff within the Graduate Division, the Office of Undergraduate Admissions, Student Judicial Affairs, Student Billing Services, and Summer Sessions, University Extension, Cal Student Central, and Student Affairs IT.
Responsibilities
OVERVIEW:
The Records and Accounts Specialist is responsible for providing account and records services for Cal Student Central and their partner offices. The specialist process student fee payments that can amount to over a one million dollars annually. Additionally, the specialist is responsible for the production of approximately 85,000 transcript requests annually for enrolled students and over 250,000 Cal Alumni worldwide.
ACCOUNTS MANAGEMENT AND CUSTOMER SERVICE:
• Responsible for maintaining and balancing $200 cash for the registrar drawers, with $200 reserve to adequately serve the needs of customers. Determine when appropriate runs to the bank are needed. Designated as Petty Cash Custodian with the General Accounting Office.
• Receive and process payments for all special processing/express mail transcript requests, verification requests, and replacement diplomas in accordance with University billing charges.
• Advise students on policy and assist with the correct procedure needed to process transcript requests, petitions, and various forms related to all student service cashier functions.
• Receive and process checks for fee payments on the Central Accounts Receivable System (CARS). During peak student fee deadline periods, the office can process as much as $100,000 per day.
• Work with Billing and Payment Services (BPS) for any students with a debt status code to allow the payment to be processed.
TRANSCRIPT PRODUCTION AND RECORDS MANAGEMENT:
• Performs historic research and assembles records from paper and imaged microfiche archives that date back to the 1860's.
• Make independent judgments to resolve complex service issues with respect to the release of student records. Resolves misrouted request complaints, time-sensitive requests, and other sensitive matters in cases of student death or disciplinary action.
• Review incoming mail daily and enters transcript requests on the Transcript System on DB2. Resolves problems by communicating with the applicant and other offices on campus.
• Research requests from Credentials third party vendor, that are not automatically processed, i.e., misspelling of student name, data entered inaccurately from other institutions, identifying information is not exact match.
TRANSFER CREDIT MANAGEMENT AND ANALYSIS:
• Compare self-reported courses on the Transfer Course System with transcripts for approximately 2500 new transfer students who attended California Community Colleges and other institutions in and out of the state. Makes changes where appropriate from data on ImageNow system. Using workflow and annotations notes any problems with evaluations. Must have an understanding of how evaluations are processed, number of units allowed for lower division courses.
• Enter transfer work for approximately 6500 freshmen in the Transfer Course System from Image-Now. Using workflow and annotations note any problems with evaluations. Must have an understanding of how evaluations are processed, number of units allowed for lower division courses.
• Monitor, test, and evaluate quality of transcript data entry using QA procedures including data comparison across sources, system entries and generated reports.
Required Qualifications
•Strong analytical and critical thinking skills with the ability to understand detailed rules,
policies and procedures.
•Ability to maintain and use reference materials including written procedures.
•Strong attention to detail and ability to sift though, identify and distinguish small discrepancies in large data sets and complex records.
•Excellent organizational skills . Ability to formulate, communicate and implement a plan of action to accomplish assigned tasks.
•Excellent written and verbal communication skills to interact effectively within a diverse population.
•Ability to listen to unusual and varied requests students, faculty and staff who may be frustrated, angry or confused and to respond with sensitivity and tact.
•Demonstrated presentation, training, and advising skills.
Preferred Qualifications
•Knowledge of DB2 mainframe applications including the COURSE system, CLASS, ENROLLMENT, Transfer Course System, Transcript System, the Degree Audit System and other critical systems and applications that interface with COURSE.
Salary & Benefits
Salary is commensurate with experience. Range is $46,00-$50,000/annually.
For information on the comprehensive benefits package offered by the University visit:
http://atyourservice.ucop.edu/forms_pubs/misc/benefits_of_belonging.pdf
How to Apply
Please submit your cover letter and resume as a single attachment when applying.
Criminal Background Check
This position has been designated as sensitive and may require a Criminal Background Check. We reserve the right to make employment contingent upon successful completion of a Criminal Background Check.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status. For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct
If you’d like more information about your EEO rights as an applicant under the law, please see:
http://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
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