FINANCIAL AID SPECIALIST II
Job Description
Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, 12 sick leave days and 20 paid holidays.
POSITION SUMMARY
The Financial Aid Specialist II reports to the Director of Financial Aid at Evergreen Valley College. The work schedule is 12 months per year; 40 hours per week; Monday – Friday; 8:00 a.m. – 5:00 p.m.
The Financial Aid Specialist II position is grant funded and contingent upon yearly funding.
This position is represented by CSEA (California School Employees Association), Chapter 363.
POSITION PURPOSE
Under the direction of a Financial Aid Officer, perform one or more highly specialized functions involving computerized financial aid records or overall coordination of a designated program.
DISTINGUISHING CHARACTERISTICS
In addition to having knowledge of all aspects of application processing and related procedures done at the Financial Aid Specialist I level, the Financial Aid Specialist II serves in a specialized capacity for computer systems and/or responsibility for a specific financial aid program such as FWS or PELL Reporting. This level differs from the Financial Aid Specialist III in that the latter serves in a lead capacity in the office, oversees the other specialists in the absence of the Financial Aid Officer, performs final review of applications and supporting documentation, packages financial aid awards, and exercises professional judgment on individual circumstances.
DUTIES AND RESPONSIBILITIES
1. Review applications and required documentation to determine financial need and program eligibility for a variety of Federal, State and District programs.
2. Perform technical duties related to departmental computer systems; implement, test and debug program changes; assist in determining packaging parameters; manage electronic data exchange process required for transmission of data; process student files.
3. Participate in the file packaging process and the process involved in one or more assigned specific programs such as work study, grants, scholarships and others as assigned.
4. Prepare Federal and State reports which initiates funding levels for financial aid programs; assist Financial Aid Specialists III as needed.
5. Provide second verification of application information and supporting documentation; make corrections appropriately.
6. Interview and counsel students and parents concerning budget cost of education, applications and eligibility; interpret and explain Federal, State and District regulations, requirements, policies and procedures.
7. Perform needs analysis and assist in packaging students for financial aid programs; enter and revise data in the computer; generate, file and distribute award letters and related documents.
8. Maintain current knowledge of State and Federal financial aid programs; attend meetings, workshops and conferences regarding changes in eligibility requirements, application procedures and other issues.
9. Complete documents/information requested from outside agencies and other institutions.
10. Communicate with various District departments and personnel, governmental and private agencies, other colleges, financial institutions and the public.
11. Prepare and maintain a variety of records, files and reports related to financial aid activities; compile and maintain statistical data for inclusion in State and Federal reports.
12. Operate a variety of office equipment and machines including computers, peripheral equipment, calculators and copiers.
13. Perform other duties reasonably related to the job classification.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
1. Rules, regulations, procedures, policies and function of Federal, State and District financial aid programs.
2. Methods and techniques of financial aid need analysis.
3. Financial aid packaging methods and procedures.
4. Interpersonal skills using tact, patience and courtesy.
5. Interviewing and counseling techniques.
6. Personal and financial problems encountered by college students and parents.
7. Financial and statistical record-keeping techniques.
8. Modern office practices, procedures and equipment.
9. College and community resources for students.
10. Computer software used for financial aid processing.
Skills and Ability to:
1. Work with students/parents from a variety of diverse backgrounds and cultures.
2. Determine eligibility for financial aid through needs analysis.
3. Assist in the development of financial aid packages to meet financial need.
4. Read, interpret, apply and explain rules, regulations, policies and procedures.
5. Exercise sound judgment in reviewing and evaluating student financial aid applications.
6. Interpret financial statements, income tax forms and related documents.
7. Utilize computer software for extensive reporting, tracking and analysis.
8. Analyze situations accurately and adopt an effective course of action.
9. Add, subtract, multiply and divide quickly and accurately.
10. Communicate effectively both orally and in writing.
11. Maintain records and prepare reports.
12. Plan and organize work to meet schedules and time lines.
13. Establish and maintain cooperative and effective working relationships with others.
14. Interview and advise students.
The Financial Aid Specialist II reports to the Director of Financial Aid at Evergreen Valley College. The work schedule is 12 months per year; 40 hours per week; Monday – Friday; 8:00 a.m. – 5:00 p.m.
The Financial Aid Specialist II position is grant funded and contingent upon yearly funding.
This position is represented by CSEA (California School Employees Association), Chapter 363.
POSITION PURPOSE
Under the direction of a Financial Aid Officer, perform one or more highly specialized functions involving computerized financial aid records or overall coordination of a designated program.
DISTINGUISHING CHARACTERISTICS
In addition to having knowledge of all aspects of application processing and related procedures done at the Financial Aid Specialist I level, the Financial Aid Specialist II serves in a specialized capacity for computer systems and/or responsibility for a specific financial aid program such as FWS or PELL Reporting. This level differs from the Financial Aid Specialist III in that the latter serves in a lead capacity in the office, oversees the other specialists in the absence of the Financial Aid Officer, performs final review of applications and supporting documentation, packages financial aid awards, and exercises professional judgment on individual circumstances.
DUTIES AND RESPONSIBILITIES
1. Review applications and required documentation to determine financial need and program eligibility for a variety of Federal, State and District programs.
2. Perform technical duties related to departmental computer systems; implement, test and debug program changes; assist in determining packaging parameters; manage electronic data exchange process required for transmission of data; process student files.
3. Participate in the file packaging process and the process involved in one or more assigned specific programs such as work study, grants, scholarships and others as assigned.
4. Prepare Federal and State reports which initiates funding levels for financial aid programs; assist Financial Aid Specialists III as needed.
5. Provide second verification of application information and supporting documentation; make corrections appropriately.
6. Interview and counsel students and parents concerning budget cost of education, applications and eligibility; interpret and explain Federal, State and District regulations, requirements, policies and procedures.
7. Perform needs analysis and assist in packaging students for financial aid programs; enter and revise data in the computer; generate, file and distribute award letters and related documents.
8. Maintain current knowledge of State and Federal financial aid programs; attend meetings, workshops and conferences regarding changes in eligibility requirements, application procedures and other issues.
9. Complete documents/information requested from outside agencies and other institutions.
10. Communicate with various District departments and personnel, governmental and private agencies, other colleges, financial institutions and the public.
11. Prepare and maintain a variety of records, files and reports related to financial aid activities; compile and maintain statistical data for inclusion in State and Federal reports.
12. Operate a variety of office equipment and machines including computers, peripheral equipment, calculators and copiers.
13. Perform other duties reasonably related to the job classification.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
1. Rules, regulations, procedures, policies and function of Federal, State and District financial aid programs.
2. Methods and techniques of financial aid need analysis.
3. Financial aid packaging methods and procedures.
4. Interpersonal skills using tact, patience and courtesy.
5. Interviewing and counseling techniques.
6. Personal and financial problems encountered by college students and parents.
7. Financial and statistical record-keeping techniques.
8. Modern office practices, procedures and equipment.
9. College and community resources for students.
10. Computer software used for financial aid processing.
Skills and Ability to:
1. Work with students/parents from a variety of diverse backgrounds and cultures.
2. Determine eligibility for financial aid through needs analysis.
3. Assist in the development of financial aid packages to meet financial need.
4. Read, interpret, apply and explain rules, regulations, policies and procedures.
5. Exercise sound judgment in reviewing and evaluating student financial aid applications.
6. Interpret financial statements, income tax forms and related documents.
7. Utilize computer software for extensive reporting, tracking and analysis.
8. Analyze situations accurately and adopt an effective course of action.
9. Add, subtract, multiply and divide quickly and accurately.
10. Communicate effectively both orally and in writing.
11. Maintain records and prepare reports.
12. Plan and organize work to meet schedules and time lines.
13. Establish and maintain cooperative and effective working relationships with others.
14. Interview and advise students.
EDUCATION AND EXPERIENCE
1. Graduation from high school supplemented by college course work in business, accounting, social services or related field.
2. Three years of increasingly responsible experience involving financial record-keeping and public contact in a social services related field, including at least two years of financial aid experience.
1. Graduation from high school supplemented by college course work in business, accounting, social services or related field.
2. Three years of increasingly responsible experience involving financial record-keeping and public contact in a social services related field, including at least two years of financial aid experience.
- Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination.
- Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District’s hiring policy; or demonstrated equivalent transferable skills to do so.
1. Bilingual abilities, desirable.
For positions that require a degree or coursework:
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Environment:
1. Typical office environment.
2. Constant interruptions.
Physical Demands:
1. Sitting and operating a keyboard to enter data into a computer terminal for extended periods of time.
2. Hearing and speaking to exchange information in person or on the telephone.
3. Moderate lifting.
4. Bending.
5. Reaching to retrieve and file records.
1. Typical office environment.
2. Constant interruptions.
Physical Demands:
1. Sitting and operating a keyboard to enter data into a computer terminal for extended periods of time.
2. Hearing and speaking to exchange information in person or on the telephone.
3. Moderate lifting.
4. Bending.
5. Reaching to retrieve and file records.
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
EQUAL OPPORTUNITY EMPLOYER STATEMENT:
San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
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