Records Specialist (CCP)

Records Specialist (CCP)


Caldwell Community College and Technical Institute
2855 Hickory Boulevard
Hudson, NC 28638
Phone: 828-726-2200

Job Location

Caldwell Campus, Hudson NC


$35,721.00 - $41,674.00


State of NC

Job Category

  • Clerical

Application Period

Opens: Wednesday, March 27, 2024
Closes: Tuesday, April 16, 2024

Target Start Date

Wednesday, May 1, 2024

Expected Work Hours

Monday through Thursday, 8:00am-5:00pm, and Friday, 8:00am-12:00pm, including one evening per week till 7:00 PM

Reports to

Director, Records and Registration

Employment Type

Full-Time Position

Minimum Qualifications

Two years of prior office experience is required. 

Associate degree required.

Preferred Qualifications

Student records experience preferred.

Bachelor's degree preferred. 

Preference given to a degree in secretarial sciences, office administration, office technology, business administration, or a related field. 

Position Description


Records Specialist (CCP) performs confidential data management while coordinating recruitment efforts in support of CCC&TI’s Career and College Promise (CCP) program. Also, provide support and recruiting efforts to CCC&TI’s Transition Advisors while ensuring compliance with the NC Community College System, CCP Operating Procedures and CCC&TI’s policy and procedures. 

Examples of Duties

Essential and other responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

  1. Process and review incoming CCP application documents while maintaining student records in CCC&TI’s document imaging system.
  2. Receive, process and audit CCP documentation based on the NC Community College System, CCP Operating Procedures.
  3. Participate in the researching of complex problems and discrepancies in records, transcripts, and course schedules.
  4. Analyze and evaluate different ways to increase CCP outreach in our community.
  5. Stay informed of current and changing CCP operating procedures and state requirements with regards to dual enrollment programs.
  6. Increase awareness and purpose of CCP pathways to CCC&TI’s local high school students through recruiting, community events and on-campus exploratory visits.
  7. Operate a variety of office equipment, software and ERP systems.
  8. Offer support to CCP students and their parents/guardians, CCC&TI’s Transition Advisors and other campus personnel.
  9. Provide excellent customer service to faculty, staff, students and CCP parents/guardians.

Marginal Functions:

  1. Maintain Procedures Manual, as assigned.
  2. Assist with academic advising for high school students.
  3. Receive, open, sort and distribute mail daily.  
  4. Participate in professional development and employee training, webinars/meetings, and serve on committees as required. 
  5. Perform para-professional support work and other duties, as assigned.  

This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.


Qualifications and Working Conditions

Knowledge of:

  • Available curriculum and continuing education programs.
  • Operations, services and activities of assigned department.
  • General principles and practices of fiscal, statistical, and administrative data collection and report preparation.
  • Business letter writing and report preparation techniques.
  • Advanced principles and procedures of record keeping and reporting.
  • Modern office procedures, methods, and computer equipment.
  • English usage, spelling, grammar and punctuation.
  • Basic accounting and mathematic principles.
  • Pertinent Federal, State and local laws, codes and regulations.
  • Alpha and numerical filing systems.
  • College registration procedures.

Ability to:

  • Understand, process and execute CCP documentation and build CCP semester schedules based on the NC Community College System CCP Operating Procedures.
  • Maintain a thorough knowledge of curriculum and continuing education program offerings.
  • Develop procedures for processes used in course of duties.
  • Understand CCC&TI's electronic transcript process.
  • Perform responsible and difficult data entry work involving the use of independent judgment and personal initiative.
  • Understand the organization and operation of the CCC&TI campus as neces­sary to assume assigned responsibili­ties.
  • Interpret and apply administrative and departmental policies.
  • Work independently in the absence of supervision.
  • Compile and maintain confidential records.
  • Independently prepare correspondences and memorandums.
  • Practice the guidelines of local, state, and federal regulations and maintain privacy standards outlined in The Family Educational Rights and Privacy Act (FERPA).
  • Respond to difficult requests and inquiries from students, faculty, and staff.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain cooperative working relationships across all areas of campus. 
  • Demonstrate strong organizational skills with attention to detail.

Environmental Conditions:
The employee should have the ability to effectively handle a work environment and conditions which involve an office and classroom workspace and working closely with others.

The employee must maintain the office and teaching environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.

Physical Conditions:
Physical and marginal functions require the ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following; standing, walking or sitting for extended periods, moderate lifting and carrying, reaching above shoulder, general manual dexterity, operating assigned equipment, and extended exposure to computer screens.

The employee is required to maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.

Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, demonstrating intellectual capabilities, and evaluating the effectiveness of programs and personnel.

Scheduling Conditions:
This is a full-time, 12-month position, which requires the employee to be on campus or at an approved alternate location for at least thirty-six hours per week, Monday through Thursday, 8:00am-5:00pm, and Friday, 8:00am-12:00pm, including one evening per week till 7:00 PM. This position has the potential for occasional weekend hours.

Traveling Conditions
Local travel between the Caldwell campus, Watauga campus, or any off-campus sites may be needed. Out of state travel is limited, but may be required for training and conferences.

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Job Post Contact


Executive Director, Human Resources

Caldwell Community College & Technical Institute

2855 Hickory Blvd.

Hudson, NC  28638

PH: (828) 726-2269