Financial Aid Specialist I

Position Details

Position Information


NBAPOSN Title

Working Title
Financial Aid Specialist I


Brief Position Overview


This position requires exemplary customer service skills, a willingness to listen carefully, above average written and verbal communication skills, the ability to understand complex financial aid processes, and be able to work well under pressure. Our customers' first impression of the Financial Aid Office will often be based on interaction with this position. The information provided must be accurate and timely. The functions of this position will be performed at McMullen Hall on the senior campus and at Jacket Student Central at City College. Immediate supervision of this position will be performed by the Financial Aid Associate Director.

Position Number

Department
Student Access and Success


Division
Student Access and Success


Appointment Type
Classified


Contract Term
Fiscal Year


Semester

If other, specify From date

If other, specify End date

FLSA

Union Affiliation
FOCUS-MFPE


FTE
1.0


Benefits Eligible
Yes


Compensation
Hourly


Salary
Salary range of $ 14.597 to $ 18.246 hourly, commensurate with experience, education, and qualifications


Contract Type
Classified Hourly


If other, please specify

Recruitment Type
Open

Position Details


General Statement


Montana State University Billings is a preferred employer in the region-WE WANT YOU!
The following are reasons why you should join our team:

• Work-life balance
• Holidays-10 paid holidays per year and 1 Floating Holiday
• Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)
• Sick Leave - Earned at an accrual rate of .0416125 for each hour in pay status.
• Employee and Dependent Tuition Waiver
• Opportunities to engage in professional development opportunities
• Committed to employee wellness and access to a robust Employee Assistance Program
• Medical Benefits that are robust and affordableVisit MUS Benefits to learn more about our benefit package including:
  • Medical, Vision, and Dental
  • Life Insurance and Long Term Disability are incorporated into our benefits.
  • Learn more about our retirement benefits at MUS Retirement.
• Opportunities for career growth and a variety of career paths
• Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.
• Beautiful campus environment that features our MSUB Mile walking path

Duties and Responsibilities

DUTIES and RESPONSIBILITIES: Customer Service:

• Provide front desk support at the Financial Aid Office in McMullen Hall and be available for financial aid assistance for Jacket Student Central at the City College of MSU Billings;
• Available for University campus and City College events such as orientation, new student registration and occasionally for evening hours;
• Screen and refer customers to appropriate internal and external resources, departments and offices;
• Explain clearly a student's financial aid offer;
• Understand why a student has not yet been packaged;
• Analyze client requests to determine the appropriate form, application or documentation to be provided based on customers request and circumstances involved

Document Processing and Communication:

• Open, sort, prioritize, distribute and file incoming mail and documents received in compliance with office procedures;
• Review all applications, forms, and documents received for accuracy, completion, and compliance with federal, state and institutional guidelines;
• Track customer requests and prepare written correspondence including preparing packets of material based on those requests;
• Generates email, paper letters, or ROAMESG notifications to students regarding missing information, aid offers, revisions, SAP, etc;
• Responsible for assisting the Specialist II staff with dedicated outreach to students through letters, email and phone regarding Satisfactory Academic Progress, dependency override decisions, professional judgment decisions, or other requests as needed;
• Screen, review and process returned mail due to incorrect, insufficient or incomplete addresses;
• Return voice mail messages and respond to requests from the Financial Aid Office email in a timely manner
• Meet with parents and prospective students;
• Provide financial aid counseling in person, by phone, and email for students, parents, and departments on campus;
• Inputs documents and forms requested by individual financial aid specialists into Banner on a daily basis;
• Work closely with all Financial Aid staff

File Review and Verification of Student Data and forms:

• Review student eligibility;
• Verify financial information;
• Determine basic student and financial need eligibility;
• Package and disburse aid;
• Perform financial aid offer revisions;
• Ensure compliance with all federal, state, and institutional regulations;
• Make necessary corrections to data provided;
• Communicate with students when additional information or clarification is needed;
• Work collaboratively with other offices in order to meet the needs of individual student.
• Examples of areas of responsibility that may be performed by the Financial Aid Specialist I:
• Work Study Program;
• Scholarship processing and packaging
• Office Management;
• Tuition Waiver processing;
• Web page updating and design
• Participation in professional development campus opportunities and committees;
• Third party resources;
• Online student responsibilities Continuous Quality Improvement:
• Work with the Director of Financial Aid to identify specific goals and expected outcomes, develop and implement an assessment plan to evaluate progress toward the attainment of the goals, and utilize the assessment data to revise procedures and processes to achieve the expected outcomes for the office;

QUALITIES:

• Exemplary customer service skills;
• Thorough knowledge of all financial aid forms, applications, and documents;
• Excellent verbal and written communication skills;
• Comfortable using personal computer for internet, search engines, Microsoft and Outlook programs;
• Ability to accurately interpret data in Banner from the Financial Aid, Admissions, Registrar, and Accounts Receivable components;
• Ability to work well with diverse populations in a sensitive non-threatening manner
• Understand federal, state, and institutional policies, procedures, and regulations and the ability to conduct research for specific questions;
• Thorough knowledge of and compliance with FERPA guidelines;
• Thorough knowledge of services and offices located on the University campus and City College campus;
• Thorough knowledge of office procedures and financial aid process when preparing documents for filing or pulling for a file reviewer;
• Accurate calculator and keyboarding skills;
• Ability to make decisions, prioritize and efficiently and effectively balance many projects at a time.
• Willing to speak to audiences;
• An attention for details;
• Ability to work independently and in a team oriented environment;
• Knowledge of Banner financial aid module
• Understand federal, state, and institutional packaging philosophies and rules;
• Thorough knowledge of financial aid forms required for eligibility and verification purposes;
• Knowledge of the goals and outcomes of the Office of Financial Aid & Scholarships;
• Ability to assess and evaluate progress toward attainment of goals and outcomes;
• Data collection skills;
• Ability to evaluate assessment data and revise processes and procedures to more effectively attain goals and outcomes

Required Qualifications - Experience, Education, Knowledge & Skills

Education Required :
High School Diploma

Experience Required:
Related office and/or business experience

Preferred Qualifications - Experience, Education, Knowledge & Skills

Education Preferred :
Bachelor's degree preferred

Experience Preferred:
Worked in a financial aid office or performed finance-related work

The Successful Candidate Will

Special Requirements

Physical Demands

This position has supervisory duties?
No

Posting Detail Information


Announcement Number
STAFF - VA - 2600049P


Number of Vacancies
1


Desired Start Date
05/01/2026


Position End Date (if temporary)

Open Date
04/14/2026


Close Date
05/01/2026


Open until filled
Yes


Special Instructions Summary


Applicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website.

This position is not eligible for sponsorship.

Quick Link for Internal Postings




Diversity Statement


Montana State University Billings is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. In support of the University's mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University Billings makes accommodation for any known disability that may interfere with an applicant's ability to compete in the hiring process or an employee's ability to perform the duties of the job. In compliance with the Montana Veteran's Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran's preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, View phone number on click.appcast.io, View email address on click.appcast.io.

MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: