Student Financial Aid Assistant II

Costa Mesa, Orange County
Jan 24, 2014
Orange Coast College Student Financial Aid Assistant II O-042-14 $41,493.00 - $50,446.00 Annually Apply by: 02/03/2014 Complete job description and application available online at: DEFINITION: Under the general supervision of the Financial Aid Director, to assist in the daily operations of the Financial Aid Office; including intake, scanning, and posting of student financial aid documents; provide general student financial aid information to students and the community; perform annual review of student financial aid records to include satisfactory academic progress and enrollment verification; perform other duties as assigned as related to student financial aid. DISTINGUISHING CHARACTERISTICS: The Student Financial Aid Assistant II is assigned to the day to day technical duties in addition to general clerical work related to the assignment. Positions assigned to this classification have a general knowledge of financial aid programs and procedures to independently assist students, staff, and community members at the front counter, over the phone, and through written and electronic correspondence. EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following: a. Disseminate student financial aid information to students, parents, and staff members in orientation sessions or one-on-one; by telephone and email, and at outreach events as needed. b. Answer telephone, email, and written inquiries; perform general reception and clerical assistance for the office. Schedule appointments for students with the Financial Aid Technicians, Financial Aid Specialists, for orientations, and other sessions as necessary. c. Assist other department staff with the coordination of student financial aid to include Title IV programs and all state aid programs; enter and retrieve data in the federal and state database systems. d. Interpret, explain, process, and input Board of Governors Fee Waiver – BOGFW – Program applications online and in paper forms. Assist with the input of Board of Governors Fee Waiver Applications during DSPS and EOPS registration cycles. e. Review and process incoming student documents for accuracy and completion. f. Enter data in computer system; scan documents; create and maintain student files in electronic or paper form; retrieve and execute standard computer reports from the student database system and the student financial aid database system; assist with the input of CSAC requirements into WebGrants; assist with the input of Federal Work Study time cards. g. Assist in the review and screening of student financial aid applicants to include assistance with online and paper application processes for federal and state programs. h. Monitor satisfactory academic progress and enrollment of student financial aid recipients; input the results into the student financial aid system. i. Assist in the intake and scanning of confidential data for state and federal reports, including student and parent confidential tax and income information. j. Assist in the validation of student financial aid application accuracy for state and federal programs. k. Receive training when needed to remain current on Federal and State student financial aid regulations. l. Adapt to changes in procedures and methodologies as required by changes in Federal and State financial aid programs and laws. m. Act as the lead for hourly and student assistant counter personnel in the student financial aid office. n. Assist with the training of hourly and student assistant counter personnel in the student financial aid office. o. Maintain the college’s administrative requirements for student financial aid and separation of duties compliance requirements for state and federal student financial aid. p. Perform other related job duties as assigned. MINIMUM QUALIFICATIONS Knowledge of: 1. Student financial aid District, college, state and federal practices, policies, regulations and procedures. 2. Student financial aid record-keeping techniques as related to student and parent information. 3. Applicable sections of State Education Code, federal and state guidelines for student financial aid and other applicable laws. 4. District organization, policies and procedures, and objectives of the student financial aid program. 5. Complex computerized systems and applications as related to student financial aid, to include federal and state reporting database systems. 6. Applicable student financial aid terminology. 7. Standard office practices, procedures and equipment, including use of computers, applicable software, and document scanners. Ability to: 8. Interpret and apply applicable sections of State Education Code, District and college policies and procedures, federal and state regulations and other applicable laws as related to student financial aid. 9. Maintain confidentiality of student and parent records in accordance with FERPA, state, District and college guidelines, policies and procedures. 10. Perform a variety of complex reviews and maintenance procedures regarding student financial aid applications and documents. 11. Assist college staff with reports, and general support with District, federal and state financial application methods as related to student financial aid. 12. Operate various computer database systems, applicable software, and other standard office equipment. 13. Work independently and effectively with minimal supervision. 14. Communicate effectively both orally and in writing. 15. Understand and follow work directions verbally and in writing. 16. Plan and organize work to meet schedules and time lines. 17. Adapt to and learn new technology. 18. Provide work direction and guidance to hourly and student assistants. 19. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, cultural, disability, religious background and sexual orientation of community colleges students, faculty, and staff. 20. Establish and maintain cooperative and effective working relationships with others. Education and Experience: 21. Education equivalent to one year of college course work in business administration, accounting or other related field. 22. One year of experience in monitoring and maintaining computerized student financial aid records including one year of general clerical experience in a related educational or student financial aid environment. 23. Or, any combination of education and experience that would provide the required equivalent qualifications. Conditions of Employment: This is a temporary, full-time, 12 month per year position currently funded through June 30, 2014. This position may be extended, modified, or eliminated based on available special program funding. The normal hours of work will vary Monday through Friday (40 hours per week) between the hours of 8:00am to 6:30pm. PAY PHILOSOPHY: Starting salaries for support staff positions begin at Step-1 of the salary range. Employees hired prior to April 1 of each year will move to the next step on the upcoming July 1. Employees hired on or after April 1 of each year will move to the next step the following July 1. All movement on the salary schedule will occur July 1 of each year for all classified employees. APPLICATION PROCEDURES: Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714. All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755. Application Requirements: To be considered for employment you must submit a complete application packet. A complete application packet includes: 1. A complete Classified/Management Employment Application. 2. A current resume. 3. A cover letter highlighting your qualifications for the desired position. 4. Answers to Supplemental Questions. To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank. All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community (reference Board Policy 050-1-1). Please note: Possession of the minimum qualifications does not ensure an interview. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name. Disability Accommodations: If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4713. PHYSICAL DEMANDS AND WORK ENVIRONMENT: • The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. • The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • A detailed list of physical demands and work environment is on file and will be provided upon request. Coast Community College District is an Equal Opportunity Employer