Financial Aid Specialist

Ventura, Ventura County
Mar 27, 2014

Financial Aid Specialist  
Ventura County Community College District

Posting Number 0602460
Employee Type Classified  
Job Category Classified   
Brief Description:
This recruitment is being conducted to establish a list of eligible candidates that will be used to fill current and upcoming vacancies for up to one year. The immediate vacancy is a 12 month, 100% position at Oxnard College.

Under the direction of the Financial Aid Officer, assist the Financial Aid Officer in coordinating and implementing an effective student financial aid program according to legal requirements.  

Job Duties:
Assist in coordinating and implementing an effective student financial aid program according to legal requirements. E

Review and analyze documents, compile and verify information to determine accuracy; perform need analysis, make determinations and award financial aid packages to eligible students according to established guidelines and procedures; assure compliance with federal and state laws and regulations governing financial aid programs and with district and internal policies and procedures. E

Assist students and parents with information regarding the financial aid process and the completion of applications; collect student and parent financial data; determine student budgets and compute financial need. E

Meet with students and parents to resolve issues and discrepancies or to make revisions in awards; discuss a variety of sensitive and confidential information with students, parents, faculty and staff; make professional judgments and decisions regarding eligibility. E

Review, interpret and apply complex regulations and policies governing all Title IV financial assistance and programs administered by the State and federal government. E

Oversee the maintenance of student records regarding financial aid; advise students of program eligibility. E

Assist with the planning and implementation of college and community financial aid workshops; participate in and represent the college at meetings, workshops and conferences relating to financial aid. E

Coordinate awards and other outside resources to determine financial aid eligibility. E

Issue and collect emergency student loans; maintain loan records. E

Prepare a variety of reports and statistical data as requested by State or federal officials; develop office forms for verifying information. E

Provide financial planning information and assistance to students planning to transfer to other colleges; receive and provide a variety of information to other district departments, staff, management, faculty, students, parents, outside agencies and the public regarding the financial aid process and financial aid policies and procedures. E

Review and evaluate students' academic progress in accordance with the current Financial Aid Satisfactory Academic Progress Policy; review, evaluate and take action on student complaints and appeals relating to financial aid eligibility; keep current with federal and state financial aid laws relating to eligibility and disbursement procedures. E

Use complex student system and financial aid computer software; submit and receive data and information via various financial aid internet sites in compliance with federal regulations; prepare and process a variety of letters and forms. E

Maintain special programs as assigned; coordinate special program activities between the college, private agencies and the public; prepare program reports as needed. E

Provide work direction and guidance to student workers or other staff as assigned; assist with staff training as needed; provide input to the Financial Aid Officer on the evaluation of financial aid staff and student workers; oversee Financial Aid Office operations when Financial Aid Officer is away as requested. E

Perform related duties as assigned.

E = Essential Duties  

Minimum Qualifications
Any combination equivalent to: completion of two years of college and three years of increasingly responsible experience in a college financial aid office.  

Knowledge Of:
• Federal, State and local financial aid programs and regulations
• Financial and statistical record keeping
• Interviewing and counseling techniques
• Personal budget management
• Basic mathematics
• Principles of training and providing work direction
• Federal methodology needs analysis system
• Correct English usage, grammar, spelling, punctuation and vocabulary
• District organization, operations, policies and objectives
• Oral and written communications skills
• Report preparation
• Applicable sections of State Education Code and other laws
• Technical aspects of field of specialty
• Income tax and financial statements
• Telephone techniques and etiquette
• Interpersonal skills using tact, patience and courtesy
• Financial programs for under-represented students
• Basic research methods
• Financial statement preparation
• Modern office practices and procedures  
Ability To:
• Assist in coordinating and implementing an effective student financial aid program according to legal requirements
• Perform difficult financial and statistical record keeping work for a variety of federal and state financial aid programs
• Prepare and maintain complete and concise reports, records and files
• Read, interpret, apply and explain complex laws, regulations, policies and procedures regarding student financial aid and awards
• Exercise sound judgment in reviewing student financial aid applications
• Relate to students with economically deprived backgrounds
• Operate a calculator, copier, typewriter, computer and assigned software
• Make arithmetic calculations quickly and accurately
• Review personal budgets
• Understand and follow oral and written directions
• Meet schedules and timelines
• Work independently with little direction
• Prepare and deliver oral presentations
• Work confidentially with discretion
• Establish and maintain effective working relationships with others
• Communicate effectively both orally and in writing
• Analyze situations accurately and adopt an effective course of action
• Plan and organize work
• Compile and analyze data and prepare reports concerning financial aid for students
• Train and provide work direction to others
• Maintain current knowledge of technological advances in the field
• Complete work with many interruptions  

Physical Abilities
• Sitting and standing for extended periods of time.
• Hearing and speaking to communicate with others.
• Seeing to review and inspect documents.
• Dexterity of hands and fingers to operate a computer keyboard.
• Reaching to retrieve and file records.  

Requested Start Date: TBD
Work Week: Specific days and hours will be determined by the needs of the department  

Closing Date: 04-22-2014

To apply, visit:

Required Applicant Documents:
Documents not to exceed 2mb maximum

This is an examination open to the public and current district employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by April 22, 2014.

The examination process will consist of the following components:

A) Evaluation of Training and Experience (T&E) = Qualifying (pass/fail)
B) Technical Interview = 100% weighting on final score

Applicants must meet minimum qualifications stated by the filing deadline in order to move forward in the testing process. Those candidates who meet the minimum qualifications will have their application materials reviewed during a Training and Experience Evaluation (T&E). A T&E is an assessment of training and experience that has prepared the candidate for the position. Those with the highest scores on the T&E will be invited to the technical interview. All communication regarding this process will be delivered via email.

The date range and location of the technical interview are listed below.

Date Range: Monday, May 12, 2014 to Friday, May 16, 2014
Location: Ventura County Community College District
255 W. Stanley Avenue, Suite 150
Ventura, CA 93001

The above date range is subject to change. Applicants will be notified of any scheduling changes via email.

Official transcripts must be presented to Human Resources prior to beginning employment.

The Ventura County Community College District is committed to the principles of equal employment opportunity. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunities and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, ancestry, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, veteran status, medical condition, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.  

Salary Range:
$3813.00 - $5257.00

Starting Salary:
$3813.00 - $5257.00 - New employees may request salary placement above step one based on directly related education and experience that exceeds the minimum qualifications for the classification. Advanced salary placement must be requested at the time of offer and is subject to verification of qualifying experience and applicable collective bargaining agreements and/or Personnel Commission rules.

Special Instructions to Applicants
In completing the application and the supplemental questionnaire, outline in detail your education, training (such as classes, seminars, workshops) and experience. Please be sure to answer every component of each supplemental question as your responses will be scored and serve as your score on the training and experience evaluation. Appearance before the oral examination (interview) board will be limited to the candidates with the highest T&E scores. For your application to be considered, the supplemental questions must be completed in full. Failure to answer the questions as required will result in disqualification.

Upon completion of the examination, the open / promotional eligibility list will be compiled by combining the final examination score with applicable seniority and veteran's credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill the current vacancies up to one year from the date of the technical interview.

All appointments made from eligibility lists for initial appointment or for promotion shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service whichever is longer.

Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.  

Supplemental Questions:
The following questions will be asked of all applicants.

When you apply for this position, you may wish to compose your responses to the supplemental questions in a separate document that can be edited, saved, and pasted into the applicable online application supplemental question response fields. This will prevent the unintended loss of data, as the system will automatically log you out after 60 minutes of inactivity.

1. Describe your experience determining financial aid eligibility for federal and state financial aid programs. In your response, please indicate a) the duration of your experience, b) the organization(s) in which you gained this experience, c) the volume of applications processed, and d) the types of financial aid awards you have processed. If you were not responsible for determining eligibility, please describe your experience that qualifies you for this position. If you have no such experience, please mark N/A.

2. Describe your experience interpreting and applying complex regulations and policies governing financial aid programs administered by the state and federal government. In your response, please include a) the most complex regulation or policy you have interpreted and applied and b) the source of the regulation or policy. If you have no such experience, please mark N/A.

3. Describe your experience using integrated financial aid software programs. In your response, please include a) the name of the programs, b) a description of the duties you performed with such programs, c) the duration of your experience using these systems, and d) your level of mastery of these systems. If you have no such experience, please mark N/A.

4. Describe any experience you have relative to the following areas: a) working with special populations, b) conducting outreach, c) loan default management, and d) financial literacy programs. If you do not have experience in any of these areas, please mark N/A.

5. How did you learn about this job opportunity?