Admissions and Records Specialist

Admissions and Records Specialist


Pitt Community College
1986 Pitt Tech Road
Winterville, NC 28590
Phone: 252-493-7200

Job Location

Main Campus, Winterville, NC


$33,715.00 - $52,680.00


State of NC Full Time Benefits

Job Category

  • Clerical

Application Period

Opens: Monday, September 12, 2022
Closes: Sunday, October 2, 2022

Target Start Date

Tuesday, November 1, 2022

Expected Work Hours


Reports to

Director of Admissions

Employment Type

Full-Time Position

Minimum Qualifications

Associate’s degree with course work emphasis in business administration, office administration, and personal computer operations; supplemented by one (1) year previous experience and/or training involving office administration (preferably in a community college registrar office with transcript evaluation experience) and personal computer operation; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  

Preferred Qualifications

Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data.  Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.  


Human Interaction:  Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.


Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate and control the actions of equipment, machinery, tools and/or materials requiring complex and rapid adjustments. 


Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.


Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.


Functional Reasoning:  Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form.  Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.


Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.


Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.


Dexterity:  Requires the ability to perform semi-skilled coordinated movements, such as those required to operate office equipment.


Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals.  Some tasks require the ability to communicate orally.


Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.




Knowledge of Job: Has considerable knowledge of the methods, policies, and procedures of Pitt Community College and of departmental practices as they pertain to the performance of duties relating to the position of Admissions & Records Specialist. Has the ability to comprehend, interpret, and apply regulations, procedures, and related information. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Has working knowledge of modern office practices and procedures, and of the principles and practices of records maintenance/management.  Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. Is able to effectively communicate and interact with supervisors, students, faculty, the general public, and all other groups involved in the activities of the department. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has the mathematical ability to handle required calculations. Is knowledgeable and proficient with computers and related software programs. Is able to perform typing and data entry accurately and with appropriate speed.

Quality of Work:Maintains high standards of accuracy in exercis­ing duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and inter­acts with all departments/divisions, co?workers, students, faculty, and the general public.


Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."


Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, established policy, standards, and prescribed procedures. Accepts accountability for meeting as­signed responsibilities in the technical, human, and conceptual areas.


Attendance: Attends work regularly and adheres to established policies and procedures regarding absences and tardiness. Provides ade­quate notice to higher management with respect to vacation time and time?off requests. 


Initiative and Enthusiasm: Maintains an enthusiastic, self?reli­ant, and self?starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.


Judgment: Exercises analytical judgment in areas of responsibili­ty. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alter­native solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and proce­dures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations, and alternatives before exercising judgment.


Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or conse­quences are justified, i.e., poor communications, variance with established policy or procedures, etc. Offers suggestions and recom­mendations to encourage and improve cooperation between all staff persons and departments.


Relationships with Others: Shares knowledge with supervisors and staff for mutual and college benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships with department employ­ees, students, faculty, managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the college and project a positive image. Tactfully and effectively handles requests, suggestions, and complaints from other departments and persons in order to maintain good will. Interacts effectively with fellow employees, supervisor, students, faculty, professionals, and the general public.


Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time?management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meet­ings, planning sessions, and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.


Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the college and various regulatory agen­cies. Sees that the standards are not violated. Maintains a clean and orderly workplace. 



Position Description

Under general supervision, the purpose of the position is to provide assistance to students, faculty and staff regarding student admission, registration, and academic records.  Employees in this classification perform administrative and clerical work. Position is responsible for providing assistance/information to students, processing admission applications, processing student registrations, processing refunds, verifying and distributing grades, entering data into computer, scanning records onto optical disk, and processing various related documentation. Performs related work as directed. Reports to Director of Admissions.

Provides assistance to students, faculty, and staff regarding policies and procedures for admissions, registration, graduation, academic records, and all other functions related to the Office of the Registrar.


Processes a variety of documentation associated with department operations, within designated time-frames and per established procedures.


Processes applications for admission; mails acceptance letters and admission packets; creates permanent academic files for new students; maintains applicant records including transcripts from other schools.


Responds to inquiries and telephone inquiries from applicants; facilitates the admission and registration processes for students.


Determines initial residency status for applicants applying via mail or Internet.


Processes registration for students.


Processes requests for transcripts, deferments, verification of enrollment, change of address, official withdrawals, and change of major.


Evaluate High School and College Transcripts.


Performs data entry tasks related to all documents received by the Office of the Registrar, including transcripts received/issued; enters, encodes, and verifies data in computer.


Assists the Registrar as needed to support department functions and maintain confidentiality of all academic records. 


Prepares degrees, diplomas, and certificates for graduates.


Prepares or completes various forms, reports, correspondence, lists, acceptance letters, admission packets, official transcripts, missing transcript reports, grade reports, enrollment verifications, degrees, diplomas, certificates, or other documents.


Receives various forms, reports, correspondence, admission applications, transcripts from other schools, deferment forms, grade sheets, registration forms, withdrawal forms, refund reports, edit reports, graduation checklists, policies, procedures, catalogs, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.


Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, or other software programs.


Scans interactive records onto optical disk using optical imaging equipment; reviews documents for accuracy; destroys paper files.


Maintains computerized and/or hard-copy file systems of departmental records; prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files.


Communicates with supervisor, employees, other departments, college officials, faculty, staff, students, applicants, graduates, other educational institutions, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.


Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, stuffing envelopes, preparing mass mailings, processing incoming/outgoing mail, verifying data, or placing orders for office supplies or forms.


Provides assistance to other employees or departments as needed.


Performs related duties as directed.

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