(Full-time) Student Services Specialist (CalWORKs)

Job description

Description of Basic Functions and Responsibilities

To perform a variety of highly responsible and technical duties involved in student financial aid, admissions, as well as other student support services. To assist all students with matriculation, financial aid, scholarships, veteran's affairs, assessment, Career/Transfer, EOPS, PACE and other student support services processes from start to finish. Processes student services transactions; maintains students records while complying with FERPA; provides technical assistance and information to students, staff, and the public regarding college services, policies and procedures. To plan, organize, and implement outreach events; and to maintain and update student services records and reports as assigned. Employees in this classification receive very limited supervision within a framework of standard policies and procedures and may direct, train, oversee, and monitor the work of student assistants, work study employees, and temporary employees as needed. This job class requires a proficient knowledge of various student services programs and eligibility requirements as well as organizational, problem solving, and record keeping skills and requirements.

CLASSIFICATION: Range 35 on the Classified Salary Schedule, 40 hours per week, Work assignment hours are 8:00 am to 5:00 pm, Monday through Friday, 11 months per year. This position is off contract 22 days throughout the fiscal year as determined by supervisor after hire.

SUPERVISOR: Program Coordinator – CalWORKs or designee

BENEFITS: Holiday, vacation and sick time will be provided. Our competitive benefits package includes medical, dental, and vision insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an employee assistance program (EAP).

Employees have the option to contribute to:

  • Health Savings Account (HSA)
  • 403(b) and 457 Retirement Plans
  • Section 125 Plan including Flexible Spending Accounts (FSA) and Dependent Day Care Accounts
In addition, employees have the option to purchase:
  • Disability Income Insurance
  • Cancer Insurance
  • Life Insurance
  • Accident Only Insurance
  • Critical Illness Insurance
For more information regarding Employment and Benefit Policies, please view the Classified Employee Collective Bargaining Agreement. Typical Duties, Knowledge and Ability

  • Plans, organizes, and implements student services campus and outreach activities and operations.
  • Identifies, monitors and coordinates student services requests and needs for data processing services.
  • Assists in planning and evaluating student services computer applications.
  • Collects and processes student services applications as prescribed by the college, state, and federal guidelines.
  • Reviews and analyzes student services applications and determines eligibility.
  • Processes student requests and inquiries in a timely manner, such as but not limited to: enrollment verification, transcripts, financial statements, award letters, and consortium agreements.
  • Reviews and evaluates student services applications and student records seeking graduation requirements, student support program services, and/or financial aid ensuring that appropriate requirements are met.
  • Awards and issues student support program assistance, degrees, and/or financial aid packages following all federal and state regulations, as well as local policies and procedures.
  • Determines and notifies students of status and eligibility for programs such as, but not limited to: financial aid, veterans' benefits, scholarships, admissions, academic standing, residency, athletics, fees/refunds, international students and/or EOPS/PACE.
  • Monitors, interprets and applies all federal and state regulations pertaining to student services programs.
  • Monitors, checks, and evaluates student progress for continued eligibility in student services programs.
  • Disseminates information related to student services programs; assists prospective students in completing applications ensuring that all necessary information is obtained.
  • Advises students regarding money management and their responsibilities as it pertains to student success, financial aid and EOPS.
  • Utilizes and links computer software to program processes following established IT procedures.
  • Establishes, maintains, and updates confidential student files following policies and procedures.
  • Bookkeeping, maintains accurate accounts and ledgers for all financial transactions on student accounts.
  • Cash receipts checks and initiates payment to third parties and students. Works closely with the Business Office to assist with account reconciliation.
  • Performs a variety of calculations and recalculations related, but not limited, to financial aid and eligibility determination.
  • Performs a variety of clerical support duties involving typing, filing and maintaining records or reports in support of various student services programs.
  • Notifies release dates of any refunds and/or awards issued to students.
  • Collects and prepares for federal work study payroll processing; maintains individual accounts for each student and coordinates federal work study activities with all offices involved.
  • Assists in compiling statistical data for use in the preparation of local, state and federal reports.
  • Works with and monitors third parties that the District has entered into agreements with on a case by case basis.
  • Assists in the development and review of the budget, eligibility compliance, and access for programs such as EOPS.
  • Participates on college committees as assigned.
  • Assists in the development of forms necessary for the operation of student services programs.
  • Compiles and maintains a waitlist for specific student services programs.
  • Plans, coordinates, and presents at student services outreach events.
  • Assigns, trains and oversees the work of short-term and student employees.
  • Works collaboratively with all student services departments and offers support as needed in other offices.
  • Operates a variety of office equipment to perform assigned activities such as a personal computer and applicable software, calculator, copier and others.
  • Performs other related duties similar to the above in scope and function as required.
Knowledge of:
  • Data processing applications pertaining to computerized student services functions.
  • District, state and federal policies and regulations related to student services operations.
  • Rules, regulations, and interpretations for determining student eligibility for all state, federal, and local student services programs.
  • College, community agencies, services, and resources available to students.
  • Effective customer service techniques in person and over-the-phone.
  • Effective communication techniques including speaking in front of large groups.
  • Office methods, practices, and procedures including information systems and electronic data processing.
Ability to:
  • Assume responsibility for carrying out general policies without immediate supervision.
  • Communicate effectively in both oral and written form.
  • Operate modern office equipment including automated systems.
  • Work within exacting timelines and deadlines.
  • Quickly identify problem areas or situations, isolate problem causes, and take appropriate action to resolve problems identified.
  • Interpret state, federal, and local regulations and requirements related to student services programs and apply them with good judgment in practical situations.
  • Organize, prioritize, and process assigned workload and tasks within stringent time lines.
  • Perform mathematical calculations quickly and accurately.
  • Effectively work under pressure.
  • Flexibility in supporting various student services offices as needed.
  • Establish and maintain effective work relationships with those contacted in the performance of required duties.
  • Establish and maintain cooperative and effective working relationships with others, including those from diverse academic, socio-economic, cultural, ethnic, and disability backgrounds.

  • Three years of increasingly responsible experience in student services, preferably in a position requiring the exercise of independent judgment and decision making; experience in customer service, and bookkeeping and/or accounting preferred.
  • At least two years of college or equivalent; AA Degree preferred.
  • Directly related practical experience may be substituted for education.
Additional Information

Preferred Knowledge:
  • The varied duties performed in this position are in the service of students receiving CalWORKs cash aid and attending Shasta College. Previous experience with CalWORKs beneficial, knowledge of the California Community College system preferred.
Online Application with Additional Preferred Materials to be attached to application:
  • Cover letter addressing criteria listed in the position announcement
  • Current resume
  • College transcripts (unofficial will be accepted at the time of application)
Attention Internal Applicants:
  • Internal candidates must also apply online and submit all required materials to be considered.
  • Permanent Internal candidates cannot attach evaluations OR letters of recommendation from administrators or Board of Trustee members.
After formal application has been made, all application materials will be screened.
  • Interviews will be by invitation only.
  • Interviews are held on campus. No Skype or phone interviews.
  • The District does not provide expense/travel reimbursement for expense/travel costs incurred during the interview process.
New Classified Appointments will be placed at Step 2 on the Classified Salary Schedule and will graduate to the next step on July 1st if the hire date is before April 1, with subsequent steps annually thereafter to a maximum sixth step.

Longevity pay in accordance with Section 8.8 of the
Classified Employee Collective Bargaining Agreement. The Shasta-Tehama-Trinity Joint Community College District ("Shasta College") does not discriminate against any person on the basis of race, color, national origin, sex, religious preference, age, disability (physical and mental), pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), gender identity, sexual orientation, genetics, military or veteran status or any other characteristic protected by applicable law in admission and access to, or treatment in employment, educational programs or activities at any of its campuses. Shasta College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 7/13/2018
Application Due: 12/25/2018
Work Type: