Posting Details

Position Information

Link to job brochure: Classification Title Financial Aid Specialist Job Category: Classified Staff Job Open Date: 12/18/2018 Job Close Date: 01/11/2019 Initial Screening Date Position ID: P0005226 Job Open ID: 7915 Position Title: Financial Aid Specialist, Categorical Location 10-Irvine Valley College Department Financial Aid (IVC-026-083) Term: 12 Months/Year Salary Schedule Link: Click Here for Current Salary Schedule Pay Basis: Monthly Pay Range: 125 - Step 1 = $4,418 per month (salary placement in the salary range will be based upon comparable experience and qualifications; increases are given annually thereafter up to highest step) % of Range: 100% Hours per week: 40 Work Schedule Monday-Friday 8am-5pm with some evenings required. Schedule is subject to change based on the needs of the department Receives Benefits: Yes Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Position-Specific Benefits: Additional Position Information: Additional Information

Summary Description:

Under direction from higher level supervisory or management staff, performs a variety of complex duties involved in providing financial aid assistance and recommending available alternatives for students; processes and verifies student financial aid applications; develops and awards student financial aid packages in accordance with prescribed policies, procedures, regulations and guidelines; and participates in the coordination of the Federal Work Study program and Institutional Scholarship and Emergency Loan programs.

Distinguishing Characteristics:

This is the journey level class within the Financial Aid Specialist series. Employees within this class are distinguished from the Senior Financial Aid Specialist in that the latter serves as a lead supervisor over lower level financial aid staff and assumes sole responsibility for administration of the Federal Perkins loan program and Due Diligence procedures. Employees at the Financial Aid Specialist level are fully aware of the operating procedures and policies of the work unit.

Representative Duties:

The duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Please see Job Duties For details.

Knowledge of:

Federal, state, and local laws, policies, procedures, rules and regulations pertaining to student financial aid.
Methods and techniques of advising students regarding financial aid options and programs.
Methods and techniques of public relations.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles of business letter writing and basic report preparation.
Principles and procedures of record keeping.
Effective oral and written communication skills.
English usage, spelling, grammar and punctuation.

Ability to:

Interpret and apply federal, state and local policies, procedures, laws and regulations.
Learn, interpret and apply District procedures and policies pertaining to financial aid.
Learn, understand and effectively operate electronic financial aid processing software systems accurately and expeditiously.
Analyze and verify a variety of financial data and evaluate student ability to pay for education.
Prepare and award well balanced financial aid packages based upon determined needs.
Respond to difficult inquiries and requests from students regarding financial aid options and programs.
Identify student needs and assist students in locating financial alternatives.
Independently prepare routine correspondence and memoranda.
Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records, and reports.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Compile and analyze data and prepare related reports.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education/Training:

Equivalent to two years of college level course work in finance, accounting, business administration, public administration or a related field.

Experience:

Three years of responsible clerical and routine technical experience in a college financial aid office.

License or Certificate: Conditions of Employment:

The conditions herein 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 job functions.

Work Environment:

Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Additional Position Information: Additional Classification Information: Position Specific Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District.

Job Duties

Job Duties

Duties and Responsibilities

Assist and advise students applying for federal, state and institutional financial aid programs; research available options and sources; discuss various eligibility criteria and explain ineligibility as necessary; interpret and explain the District’s financial aid policies and procedures.

Job Duties

Duties and Responsibilities

Assist and advise students on loan default and its consequences; ensure student compliance with pertinent rules and regulations; maintain knowledge of current financial aid procedures and regulations.

Job Duties

Duties and Responsibilities

Provide students with proper applications, documents, forms and reading materials; order brochures, applications and forms as necessary.

Job Duties

Duties and Responsibilities

Analyze and verify financial data and evaluate student and parent ability to pay for education; evaluate and verify financial aid applications to determine eligibility requirements including parent and student income and assets, household size, untaxed income, investments and business assets and debts.

Job Duties

Duties and Responsibilities

Prepare and award well balanced financial aid packages based upon determined needs; disperse award notification; advise students on terms, conditions, requirements and limitations of awards.

Job Duties

Duties and Responsibilities

Using the specialized software system, PowerFaids, prepare and revise document requests and award letters to students; monitor student awards carefully to avoid over-awards; monitor fund balances.

Job Duties

Duties and Responsibilities

Prepare, collect and assure accuracy of information for check disbursement process; reconcile checks not disbursed to balance expenditures.

Job Duties

Duties and Responsibilities

Notify students where and when to access the fund awarded; explain promissory notes, truth-in-lending disclosure statements, program requirements, consequences of default, satisfactory guidelines and other questions to students.

Job Duties

Duties and Responsibilities

Transfer loan accounts to billing agency; review and reconcile billing agency reports for accuracy; assist in the collection of defaulted and delinquent loans.

Job Duties

Duties and Responsibilities

Research information for various reports; verify student enrollment status, date of withdrawals, address changes, graduation data and related information.

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Duties and Responsibilities

Coordinate activities with other District offices and departments including Admissions and Records, Fiscal and Business Office; retrieve and review accounts receivable reports.

Job Duties

Duties and Responsibilities

Assist veterans and eligible dependents with required documentation to file for educational benefits; review and make copies of all documentation including personalized academic plans; forward appropriate documentation to the Department of Veterans Affairs.

Job Duties

Duties and Responsibilities

Coordinate the Federal Work Study program; prepare various forms, time sheets and memos; monitor and maintain log of student work hours; collect, verify and submit monthly timecards for student payroll.

Job Duties

Duties and Responsibilities

Coordinate the Pell Grant program and other special financial aid programs; prepare appropriate reports and maintain accurate records of funds dispersed.

Job Duties

Duties and Responsibilities

Coordinate scholarship program; collect and maintain scholarship applications; prepare appropriate spreadsheets and maintain accurate records of the disbursement of funds; assist in the coordination of scholarship ceremony; notify recipients.

Job Duties

Duties and Responsibilities

Maintain detailed records of statistics related to assigned programs; monitor student compliance with program requirements.

Job Duties

Duties and Responsibilities

Attend and participate in workshops to remain current and up-to-date on program requirements and changes to financial aid services and options for students.

Job Duties

Duties and Responsibilities

Perform related duties as required.

Documents Needed for Applying Required Documents

Optional Documents

1. Resume / CV
2. Cover Letter

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have education and training equivalent to two (2) years of college-level coursework in finance, accounting, business administrative, public administration or a related field?
   • Yes
   • No
2. * Do you have three (3) years of responsible clerical and routine technical experience in a college financial aid office?
   • Yes
   • No
3. * Have you been terminated from employment and/or released from probation at the South Orange County Community College District (SOCCCD)?
   • Yes
   • No
4. * If yes, please provide details.

   (Open Ended Question)

5. * Relevant current and previous experience, education, certifications, and/or other job related skill sets will be considered when determining salary placement. Does your application and/or supplemental documentation include all relevant current and previous experience, education, certifications, and/or other job related skill sets?
   • Yes
   • No
6. * Please Note: Official transcripts will be required upon offer of employment. Would you be able to provide official transcripts upon offer of employment?
   • Yes
   • No