Financial Aid Technician-Substitute

Financial Aid Specialist

Under direction, performs specialized technical and clerical support duties related to the processing and maintenance of financial aid records; provides information to students and others regarding financial aid application procedures; explains and applies federal and state financial aid laws, regulations, eligibility criteria, and satisfactory academic progress guidelines related to financial aid documents; assists students in completing/submitting required forms; gathers, enters, updates and maintains financial aid information in various database, and performs other related duties as assigned.

Works under the direct supervision of the department manager. Does not directly or indirectly supervise other employees but may provide work direction to lower-level employees, temporary employees, and/or student workers.

Work Schedule Monday-Friday: 8:00am-5:00pm

Examples Of Duties

The following duties and responsibilities are typical of those in this classification.

• Performs specialized technical and clerical support duties related to the processing and maintenance of financial aid records; determines work plans and sets priorities to meet deadlines.
• Greets and assists employees, students and/or the public in person, on the phone, on the computer, or through other means of communication; provides information to students regarding financial aid application procedures; explains federal and state financial aid laws, regulations, eligibility criteria, and satisfactory academic progress guidelines.
• Assists students in completing/submitting required paperwork in accordance with current regulations, requirements, and office policies; refers students to workshops and other sources of financial aid information; informs students of their financial aid application and award status.
• Reviews various applications and forms submitted by students for completion, accuracy, and compliance; notifies students of missing information or additional requirements; assists students in resolving application, award, disbursement, and repayment questions by interpreting and implementing applicable regulations and policies.
• Reviews financial aid files to determine initial eligibility, determines when additional documentation is required by federal or state regulation or District policies/procedures, and identifies issues needing further analysis by other department staff; may process and determine eligibility for routine financial aid programs based on established criteria.
• Gathers, enters, updates, and maintains financial aid information in various database systems; organizes and maintains student files, file storage and historical records.
• Maintains confidentiality of records and complies with the Family Educational Rights and Privacy Act (FERPA) regulations and protecting the privacy of student records.
• Develops and maintains office forms inventory and equipment orders supplies; assists in revising forms and updating department website information; assists in creating financial aid informational materials.
• May provide work direction to lower-level employees, temporary employees, and/or student workers.
• Performs other related duties as assigned.

Minimum Qualifications

The education, training, and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience

High school diploma or equivalent.

Two (2) years of experience determining applicant eligibility for financial assistance programs in an academic setting.

Licenses/Certifications/Other Requirements

None.

Knowledge of

• Clerical methods of data research, collection, organization, and reporting.
• Methods of prioritizing, planning, and organizing work.
• Laws, regulations, standards, and/or requirements applicable to areas of assignment.
• Standard office practices or procedures.
• Standard office software and modern office equipment.
• Standard formats for business correspondence and other communications.
• Methods of filing information using alpha, numeric, and alphanumeric systems.
• Correct use of the English language, including spelling, punctuation, and grammar.
• Principles and practices of customer service.
• Business arithmetic.

Ability to :

• Gather, organize, input, and maintain complex information, including financial or program-specific data.
• Understand and explain laws, regulations, policies, and/or procedures applicable to the areas of assignment.
• Operate a variety of office equipment including computers and printers/copiers.
• Utilize standard office software (e.g., email, word processing, and spreadsheet software).
• Maintain confidentiality of sensitive and/or protected information.
• Prepare reports, correspondence and other documents using multiple business formats.
• Prioritize work and complete assignments accurately and within established deadlines.
• Provide and obtain detailed information to/from others.
• Provide customer service with a high level of sensitivity, tact and patience.
• Exercise reasonable judgment in performing job duties.
• Perform and prioritize multiple tasks.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

PHYSICAL AND MENTAL STANDARDS:

The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities. However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

• Mobility: frequent sitting or standing for long periods; occasional kneeling, crouching, pushing, pulling, walking; occasional reaching above and below desk level.
• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes; and feel individual objects.
• Lifting: frequent lifting of papers, files, equipment, and material weighing up to 10 pounds; occasional lifting up to 25 pounds.
• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.
• Hearing/Talking: frequent hearing and speaking in person and on the telephone.
• Emotional/Psychological Factors: frequent contact with others including extensive public contact; frequent deadlines and time-limited assignments.

ENVIRONMENTAL CONDITIONS:

Work is primarily performed in a standard office environment.

Glendale Community College