Admissions/Records Assistant I

Admissions Records Assistant I

The Admissions Records Assistant I is responsible for providing entry-level administrative support within the Admissions and Records Office, with primary responsibility for reviewing, validating, and processing admissions applications and supporting documentation. This position utilizes Banner, Axiom, Persona, and other institutional systems to verify applicant information, ensure data accuracy, identify discrepancies, and facilitate timely admissions processing. The Admissions Records Assistant I serves as a key quality control point in the admissions process by ensuring student records meet institutional requirements prior to admission and enrollment.

Posting Date: October 5, 2026

Salary: Appropriate placement on Salary Schedule E4, 05 (range: $35,670 - $53,865).

Anticipated Start Date: November 1, 2026

The position will be based on the Wallace Campus in Dothan. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

Essential Duties and Responsibilities

Application Review and Validation

• Review admissions applications and supporting documentation for completeness, accuracy, and compliance with institutional requirements.
• Utilize Banner, Axiom, Persona, and other institutional systems to validate applicant information and supporting records.
• Verify residency documentation, demographic information, identification records, and admissions requirements.
• Identify discrepancies, incomplete records, duplicate applications, or conflicting information and take appropriate action to resolve issues.
• Communicate with applicants regarding missing or deficient documentation.
• Process admissions records according to established policies, procedures, and timelines.
• Maintain accurate applicant records and ensure information is properly reflected across institutional systems.
• Monitor assigned processing queues and workflows to ensure timely completion of admissions activities.

Records Management and Compliance

• Review electronic documents and records for accuracy and completeness prior to processing.
• Maintain confidential student records in accordance with the Family Educational Rights and Privacy Act (FERPA) and institutional policies.
• Conduct routine audits and quality checks to ensure data integrity within admissions systems.
• Assist with records retention and records management activities.
• Support compliance with state, federal, accreditation, and institutional requirements related to admissions records.

Customer Service and Communication

• Respond to applicant inquiries regarding application requirements, deadlines, and admission procedures.
• Provide assistance to students, parents, faculty, staff, and external stakeholders regarding admissions processes.
• Answer telephone calls, emails, and in-person inquiries in a professional and courteous manner.
• Refer complex admissions, residency, or records issues to appropriate staff members.

Administrative Support

• Assist with admissions events, registration activities, and student onboarding processes as assigned.
• Support office operations through filing, document management, correspondence, and general clerical duties.
• Assist with special projects and other duties related to admissions and records operations.
• Collaborate with advising, financial aid, and other student services personnel to ensure efficient processing of student records.

Qualifications

1. An associates degree from an accredited institution is required.
2. One year of full-time general clerical experience in a business office or in a service-related field is required.
3. Ability to work non-standard and extended hours as necessary is required.

Application Procedures/Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed online application packet in order to be considered for this position. A complete online application packet must be received no later than 2:00 pm, Tuesday, October 20, 2026. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. A complete application packet consists of:

1. Completed Wallace Community College online employment application
2. Current resume
3. Cover letter describing specifically how your experience and qualifications meet the required qualifications.
4. Employment verification letter(s) verifying a minimum of one year of full-time general clerical experience in a business office in a service-related field. Letter(s) must include employment dates and job title and be on official letterhead with an authorized personnel signature. If an employment verification cannot be obtained, i.e. business is no longer in operation, an applicant may submit copies of appointment letters or contracts or pay stubs or W-2 forms to verify the minimum required one year of experience.
5. Appropriate transcript identifying the applicant, institution, date degree conferred, and verifying the applicant has received the minimum education. Transcripts may be unofficial for the application process but they must identify the applicant, institution, degree earned, and the date the degree was conferred. (A copy of the diploma will not suffice) NOTE: If employed, official transcripts will be required at that time.

Applications must be filed online at If at any point you have problems completing your application, contact the Human Resources Department at Wallace College View phone number on click.appcast.io).

Please Note: ALL APPLICATION MATERIALS MUST BE SCANNED. It is recommended that you have digital (such as pdf) copies of your cover letter, resume, employment verification documents (if applicable), ALL required transcripts, and any other document identified in the vacancy announcement ready when you begin the on-line application process. You will be given the opportunity to upload these during the process.

Benefits

Sick Leave All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement.

8 hours per month (may accumulate an unlimited number) Annual Leave All regular full-time non-instructional staff earn annual leave per month. A complete description of leave benefits can be found with the Human Resources office. 0-4 years 8 hours per month 5-9 years 10 hours per month 10-14 years 12 hours per month 15-19 years 14 hours per month 20+ 16 hours per month (may accumulate up to 480 hours) Personal Leave All regular full-time non-instructional staff earns up to two (2) regularly scheduled workdays of personal leave per leave year. Unused Personal Leave converts to sick leave if not used. (converts to sick leave at the end of August each year if not used) Professional Leave Up to 10 days a year of professional development leave with pay may be granted by the President. Holidays New Year's Day Martin Luther King/Robert E. Lee Birthday National Memorial Day Juneteenth Independence Day Labor Day Veterans Day Thanksgiving Day Day after Thanksgiving Day Christmas Eve Christmas Day 16 (5 locally assigned) Contracted Work Days 260 Retirement The TRS was established in 1939 to provide benefits to qualified persons employed by state-supported educational institutions. Responsibility for the management and administration of the TRS is vested in its Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. The TRS is a defined benefit plan qualified under Section 401(a) of the Internal Revenue Code. For more information visit The Retirement Systems of Alabama. All regular full-time and part-time employees (non-temporary and non- student) who work at least 20 hours per week are required to participate in The Teachers' Retirement System of Alabama. Tier I - Pays 7.50% monthly. State matches 14.57% (effective 10/01/25) Tier II Pays 6.20% monthly. State matches 13.61% (effective 10/01/25) Law Enforcement Officers Tier I -Pays 8.50% monthly. State matches 14.57% (effective 10/01/25) Tier II - Pays 7.20% monthly. State matches 13.61% (effective 10/01/25) Health Insurance PEEHIP