Financial Aid Accounting Specialist

Job description

Orange Coast College


Financial Aid Accounting Specialist

Job#: O-036-18

Salary: $52,768.00 - $71,142.00 Annually

Deadline: 3/26/2018 11:59 PM Pacific


Full job description and OFFICIAL application available ONLY at:



Under the direction of the Financial Aid Director, to perform a variety of fiscal/accounting activities related to student financial aid programs; oversee and maintain the financial functions of student financial aid programs within a broad framework of applicable Federal, State and District requirements to insure budget and related fiscal reporting integrity for the college.



The Student Financial Aid Accounting/Fiscal Specialist is an alternate class  within the student financial aid series requiring excellent communication, time management, organization, and problem solving skills as well as specialized training and subject matter expertise in the area of student financial aid program budgeting, accounting, and fiscal reporting.  Knowledge of specialized program reporting requirements and fiscal problem solving is applied to the general oversight of the student financial aid programs utilizing a variety of widely used principles and concepts.


EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

a. Plan, organize and coordinate the operation and maintenance of accounting/fiscal and budgetary functions of the student financial aid department.

b. Plan and develop procedures for preparing fiscal reports and for maintaining and storing specialized or centralized control of accounting and financial records.

c. Assist in the development of procedures for accounting and budgeting systems and recommend improvements.

d. May serve as lead to coordinate and direct the work of staff in assigned area; oversee the processing of accounting transactions, auditing, and accounting/fiscal reports.

e. Advise and assist student financial aid staff and District with reports, financial database systems, and department operations.

f. Participate and oversee the gathering, classifying, and summarizing of student financial data; research and analyze budget and financial discrepancies and recommend a course of action to resolve problems.

g. Prepare, review, and revise accounting/fiscal procedures and responsibilities according to applicable Federal, State, and District requirements.

h. Participate in budget development; prepare various accounting reports, schedules, charts, and tables as needed or required.

i. Oversee and participate in the compilation of data, statistical studies, and analyses of student financial data; prepare preliminary and final financial documents and reports as assigned.

j. Assist with the annual student financial aid audit.

k. Coordinate operations and activities of the student financial aid department to assure timely and accurate processing and reporting.

l. Confer with and provide technical accounting and fiscal procedural assistance to others as requested.

m. Serve as resource to and liaison between Federal and State agencies, service providers, and other staff.

n. Collect, receive, review, verify, research, and/or correct student financial aid data; prepare schedules, reports, documents and/or entries as needed.

o. Prepare and process journal and budget entries.

p. Perform financial analysis and balancing, report corrections, and year-end procedures including applicable reports.

q. Prepare and/or participate in the development of spreadsheets, journals, purchase orders, supply orders, and budgets.

r. Use computerized accounting, budgeting, and database systems.

s. Interpret codes, rules, regulations, and/or instructions; thoroughly review financial reports, documents, records, and other related data; research and resolve identified problems.

t. Assist supervisor with special projects as required.

u. Use a computer and related software for data entry, word processing, reporting, and messaging.

v. Perform a full range of high-level clerical work in support of assigned projects such as independently prepare reports, correspondence, and other related duties.

w. Maintain accurate records for student financial aid programs, accounts and functions.

x. Perform other related job duties as assigned.


Qualifications and Physical Demands


Knowledge of:

1. General principles and procedures of accounting, auditing, budgeting, bookkeeping, and fiscal record keeping related to student financial aid reporting.

2. Audit requirements for the segregation of duties within the student financial aid program.

3. Financial and statistical analysis as related to student financial aid programs.

4. Appropriate laws, codes, standards, and fiscal reporting requirements applicable to student financial aid.

5. Budget development, monitoring, and analysis for student financial aid programs and services, including other related categorical programs.

6. Standard office practices, procedures and equipment, including use of computers for word processing, spreadsheet and other financial software, and data base applications.

7. Technical aspects and guidelines of student financial aid programs. 


Ability to:

8. Perform a variety of complex accounting, monitoring, and fiscal analysis related to student financial aid.

9. Gather, organize, analyze, prepare and present varied finance data and statistical analysis.

10. Provide accurate information and reports to District and other reporting agencies.

11. Prepare, audit, and analyze a variety of student financial aid data and reports.

12. Analyze, interpret, and apply pertinent codes, laws, policies, and regulations related to student financial aid accounting and reporting.

13. Understand and apply internal fiscal controls in the performance of work assignments.

14. Operate a computer, applicable software and other office equipment.

15. Make complex arithmetic computations with speed and accuracy; correct errors in arithmetical calculations made by others.

16. Adjust to new technology.

17. Effectively utilize automated accounting information systems and related software applications.

18. Analyze situations quickly and objectively to determine proper course of action.

19.  Develop and prepare procedures, instructions, and standards for a variety of student financial aid accounting processes.

20. May direct or lead the work of others in a lower classification, hourly or student workers.

21. Plan and organize work to meet schedules and time lines.

22. Handle multiple project assignments.

23. Provide high-level customer service, in person and over the telephone.

24. Communicate effectively both orally and in writing.

25. Establish and maintain effective relationships with those contacted in the course of work.


Education and Experience:

26. Education equivalent to an Associate of Arts degree in accounting or business administration, or other related field.

27. At least four years progressively responsible experience in accounting.

28. Or, any combination of education and experience that would provide the required equivalent qualifications.


Conditions of Employment

This is a regular, full-time, 12-month per year, classified position. The normal hours of work are from 8:00am - 5:00pm, Monday through Friday. The effective date of employment will be arranged with the supervisor. 


• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)

• The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.


Coast Community College District is an Equal Opportunity Employer




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Job No: O-036-18
Posted: 3/12/2018
Application Due: 3/26/2018
Work Type:
Salary: $52,768.00 - $71,142.00 Annually