Administrative Specialist III

Employment Status:

Full time (29-40 Hrs)

Type of Employment:

Staff

of openings:

1

Location:

ASU-Jonesboro

Proposed Salary Range:

Commensurate with Experience

Closing:

7/7/24

Please note: All postings close at 12 A.M. CST on the closing date. A-State participates in E-Verify.

Position Summary:

The Administrative Specialist III is responsible for coordinating office activities, researching and preparing special reports, and developing, revising, and recommending administrative policies and procedures as directed by supervisor. This position is governed by state and federal laws and agency/institution policy

Duties & Responsibilities:

• Manage disbursement of Federal, state and institutional aid to students; monitor monthly disbursements of Pell, Work-Study, and TEACH Grant for federal, state, and institutional aid accounts (totaling over $25 million.)

• Understand and process any Federal regulations/guidelines while packaging/disbursing aid to students

• Collect documents to satisfy packing/disbursement based on Federal regulations

• Package all students, along with processing award letters

• Reconcile Pell and Teach Grant aid accounts

• Process Federal Work-Study Program twice a month for payroll run

• Process student exit interview letters

• Ensure the security of confidential records and compliance with all rules and regulations, organizational policies, and procedures; review record retention schedule, establish destruction dates for certain records, and transfer records and data, as needed

• Oversee and analyze record preparation processes to ensure quality, accuracy, and efficiency; maintain up-to-date documentation of process flow; create or modify procedures for review and approval; provide technical assistance, error feedback, and information to the staff regarding process flow

• Correspond daily by email, phone, and in-person with students and other authorized individuals, including Arkansas Department of Education (or Arkansas Division of Higher Education) and U.S. Department of Education (COD), regarding status of financial aid applications, eligibility, and awards; release information to authorized personnel, following established processes and procedures

• Perform related/other duties as required

Knowledge/Skills/Abilities:

• Working knowledge of Banner information system.

• Knowledge of designated data system functions.

• Knowledge of record management systems and retention policies and procedures.

• Knowledge of federal laws and regulations and state directives, policies, and procedures surrounding privacy and record maintenance.

• Ability to analyze, evaluate, and recommend new or revised records systems flow.

General Days/Hours:

Monday

• Friday

8:00 a.m.

• 5:00 p.m.

Additional hours as requested and/or needed

Regular and reliable attendance

Other:

Please note: all position postings close at 12:00 A.M. CST on the position closing date

Assists students, parents, staff, faculty, student loan guarantee foundations, and lenders

Minimum Qualifications:

The formal education equivalent of a High School Diploma

One (1) year of specialized training in business management, business education, or a related field

Two (2) years of experience in a specialized or a related field applicable to work performed

Other job related education and/or experience may be substituted for all or parts of these basic requirements upon approval of the qualifications review committee

E-Verify Participation Notice:

https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

E-Verify Right to Work:

https://www.e-verify.gov/sites/default/files/everify/posters/IER_RightToWorkPoster%20Eng_Es.pdf