Records Specialist WTCE
Records Specialist WTCE
Posted on :
07-04-2025
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1 Vacancy
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Job Description
Job Summary
Responsible for engaging students from initial contact through the registration process and supporting activities of the office of Workforce Training and Continuing Education WTCE including course creation; student application and registration; records coordination; student payments and reimbursements; audits for manual purge; bursars office billing; and reporting.
Essential Duties And Responsibilities
Submits all new course addition special topics local need forms and/or course changes/revisions for division courses to Compliance Office; monitors status of submissions. Coordinates processes and maintains all procedures and computer documentation related to WTCE program course records data entry. Facilitates or processes student applications and registrations. Distributes and monitors all class rolls for division courses to ensure class rolls are signed accurate and returned in a timely manner. Submits completed 3rd day class rolls to Registrar for state reporting and compliance. Assists students with payment options; Monitors student payments; Conducts audits for manual purge and inform instruction regarding nonpayments; Processes payment refunds as approved. Identifies the best scholarship program for students based on their qualifications and the scholarship requirements. Enters course grades based on data obtained from faculty. Collects and submits class evaluations to district. Maintains ongoing communication with system Registrars office and Business office to ensure compliance in state reporting. Captures all information requests and responses on customer service database daily. Contacts potential leads to provide information regarding class and/or program information. Maintains class waiting lists as needed and followsup via mail email and phone as part of recruitment. Performs duties and responsibilities within a hightech alldigital environment. Attends the workplace regularly reports to work punctually and follows a work schedule to keep up with the demands of the worksite. Completes duties and responsibilities in compliance with college standards policies and guidelines. Promotes positive morale and teamwork within the department and provides exceptional customer service to students faculty and community. Uses interpersonal skills and makes sound judgments to decide how duties and responsibilities are completed between coworkers the supervisory chain faculty staff students and customers. Completes all required training and professional development sessions sponsored by Texas Southmost College TSC . Supports the values and institutional goals as defined in the Colleges Strategic Plan. Participates in the process for systematic review and evaluation of the planning unit per the model adopted by the College including the development and monitoring of outcomes and plans of action for improvement based on the assessment of those outcomes and plans. Serves on committees as appropriate and as appointed by supervisor. Working hours may include evenings holidays or weekends depending on deadline requirements and special events. Performs other duties as assigned.
Physical Demands
The physical demands described here 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 the essential functions. While performing the duties of this job the employee is frequently required to stand. The employee is occasionally required to walk; sit; use hands to finger handle or feel objects tools or controls; reach with hands and arms; climb or balance; stoop kneel crouch or crawl; talk or hear; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and the ability to adjust focus.
Responsible for engaging students from initial contact through the registration process and supporting activities of the office of Workforce Training and Continuing Education WTCE including course creation; student application and registration; records coordination; student payments and reimbursements; audits for manual purge; bursars office billing; and reporting.
Essential Duties And Responsibilities
Submits all new course addition special topics local need forms and/or course changes/revisions for division courses to Compliance Office; monitors status of submissions. Coordinates processes and maintains all procedures and computer documentation related to WTCE program course records data entry. Facilitates or processes student applications and registrations. Distributes and monitors all class rolls for division courses to ensure class rolls are signed accurate and returned in a timely manner. Submits completed 3rd day class rolls to Registrar for state reporting and compliance. Assists students with payment options; Monitors student payments; Conducts audits for manual purge and inform instruction regarding nonpayments; Processes payment refunds as approved. Identifies the best scholarship program for students based on their qualifications and the scholarship requirements. Enters course grades based on data obtained from faculty. Collects and submits class evaluations to district. Maintains ongoing communication with system Registrars office and Business office to ensure compliance in state reporting. Captures all information requests and responses on customer service database daily. Contacts potential leads to provide information regarding class and/or program information. Maintains class waiting lists as needed and followsup via mail email and phone as part of recruitment. Performs duties and responsibilities within a hightech alldigital environment. Attends the workplace regularly reports to work punctually and follows a work schedule to keep up with the demands of the worksite. Completes duties and responsibilities in compliance with college standards policies and guidelines. Promotes positive morale and teamwork within the department and provides exceptional customer service to students faculty and community. Uses interpersonal skills and makes sound judgments to decide how duties and responsibilities are completed between coworkers the supervisory chain faculty staff students and customers. Completes all required training and professional development sessions sponsored by Texas Southmost College TSC . Supports the values and institutional goals as defined in the Colleges Strategic Plan. Participates in the process for systematic review and evaluation of the planning unit per the model adopted by the College including the development and monitoring of outcomes and plans of action for improvement based on the assessment of those outcomes and plans. Serves on committees as appropriate and as appointed by supervisor. Working hours may include evenings holidays or weekends depending on deadline requirements and special events. Performs other duties as assigned.
Physical Demands
The physical demands described here 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 the essential functions. While performing the duties of this job the employee is frequently required to stand. The employee is occasionally required to walk; sit; use hands to finger handle or feel objects tools or controls; reach with hands and arms; climb or balance; stoop kneel crouch or crawl; talk or hear; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and the ability to adjust focus.
Required Experience:
Unclear Seniority
Employment Type
Full Time
Key Skills
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