Financial Aid Specialist - Substitute

Description

Under direction, performs specialized technical accounting duties involving the calculation, disbursement, and accounting of financial aid awards and transmission of financial aid records and reports; adjusts, prepares, and verifies financial aid awards to ensure the correct funds are disbursed at appropriate times; runs check disbursement process for all financial aid programs; calculates earned and unearned portions of grants for all students who have withdrawn or failed classes and adjusts awards accordingly; generates reports of disbursed, and/or adjusted financial aid awards, and performs other related duties as assigned.

Supervision

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.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES:

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

• Performs specialized technical accounting duties involving the calculation, disbursement, and accounting of financial aid awardsand the transmission of financial aid records and reports; serves as atechnical resource to other employees regarding financial aid disbursement; explains and interprets financial aid-related regulations, administrative policies, and operational procedures.

• Adjusts, prepares, and verifies financial aid awards based on enrollment, course start dates, and award criteria to ensure the correct funds are disbursed at appropriate times; authorizes the disbursement of financial aid checks in coordination with the appropriate District department(s) each term and verifies disbursement records with appropriate District department(s) to maintain appropriate balances in the District's fund accounts.

• Runs the check disbursement process for all financial aid programs, including state and federal grants and scholarships, as well as subsidized and unsubsidized loans; reconciles grant fund accounts and submitsfinancial aid records to the Department of Education(DOE).

• Calculates earned and unearned portions of grant-based aidfor all students who have withdrawn, or failed classes based on attendance and/or federal guidelines; adjusts awards accordingly and reports adjusted awards to the DOE and the appropriate District department(s).

• Generates reports of disbursed and/or adjusted financial aid awards and submits the reports to DOE and forwards the disbursement information to appropriate District department(s).

• Process returned checks, canceled checks, and stale dated warrants; maintains system to calculate and track financial aid overpayments in accordance with institutional policies as well as federal and state regulations; reports unresolved overpayment accounts to the DOE.

• Retrieves the Multiple Reporting Record (MRR) and Pell Potential Over-award Process (POP) files from the DOEand corresponds with students and other educational institutions to identify and reconcile potential over-award payments and concurrent enrollment issues.

• Transmits and downloads federal financial aid records to and from the DOE as required by federal regulations.

• Inputs various awards from internal and external sources (e.g., scholarships,grants or loans) into the District'sdatabase system.

• Updates student records on the National Student Loan Data System according to the schedule mandated by the DOE.

• Processes Lifetime Eligibility Used (LEU) and monitors individual Pell Grant awards to prevent over-awarding of federal grant funds.

• Reconciles Student Federal Work Study (FWS) records with appropriate District department(s), resolves over-awards by adjusting aid as applicable and informing the department management of any changes.

• Downloads financial aid updates to federal programs mandated by the DOE (e.g., EdConnect).

• Searches databases and record systems to gather, compile, and report financial aid information; prepares complex and detailed reports, correspondence, and other documents to summarize data on financial aid recipients, awards, and disbursements; maintains specialized information and complex interrelated files in electronic and manual filing systems.

• Researches internal and external data, methods, mechanisms, and processes; develops and runs database queries; tabulates and summarizes data; identifies trends and concerns; prepares summary reports.

• Organizes, plans, and develops timelines and priorities to meet deadlines.

• Maintains confidentiality of records and complies with the Family Educational Rights and Privacy Act (FERPA) regulations and protecting the privacy of student records.

• May provide work direction tolower-level employees, temporary employees, and/or student workers.

• Performs other related duties as assigned.

Minimum Qualifications

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

Associate's Degree or equivalent from an accredited college or university.

Three (3) years of bookkeeping or accounting experience including one (1) year of experience determining applicant eligibility for financial assistance programs in an academic setting.

Licenses/Certifications/Other Requirements

None.

Knowledge of

• Terminology associated with financial aid and accounting practices.

• Technical methods of data organization, collection, research, and reporting.

• Methods of prioritizing, planning, and organizing work.

• Laws, regulations, standards, and/or requirements applicable to areas of assignment.

• Standard office practices and/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:

• Perform technical accounting and financial reporting work.

• Perform financial calculations to confirm and adjust financial aid awards.

• Maintain and verify financial aid accounts and records.

• Prepare accurate reports pertaining to financial aid recipients, awards, and disbursements.

• Research, analyze, organize, and maintain complex information, including financial or program-specific data.

• Research, apply, and explain the laws, regulations, policies and/or procedures applicable to the area 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 complex 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.

• Works and performs duties independently.

• 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.

Additional Information

Application Process

This position requires the following documents to be attached to your online application in order to be considered:

• Resume

• Scanned copy of transcripts with required degree(s) must be submitted. Foreign transcripts and degrees require official certification of equivalency to U.S. transcripts and degrees by a certified U.S. review service at the time of application and must identify graduate level coursework.

Applications with incomplete information (i.e. statements such as "see resume") or missing documents will not be considered. Additional documents not requested in the announcement will not be reviewed.

Position Funding

This position is offered contingent upon funding. GCCD reserves the right to extend, withdraw, and/or reopen this position at any time. Additional openings, for the same position, which become available prior to the end of the hiring process may be filled by qualified applicants that applied to this job announcement.

Visas

GCCD does not sponsor visas.

Commitment to Diversity and Equal Employment Opportunity Employer

GCCD is committed to employing administrators, faculty, and staff members who are dedicated to student success. GCCD recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students.

GCCD is committed to hiring processes that support equal opportunity, diversity, and provide equitable consideration for all candidates as required in federal and state law. To find out more about GCCD, please visit our website at glendale.edu

Accommodations

If accommodations are needed for the application process in compliance with the Americans with Disabilities Act, please inform Human Resources.

Thank you for your interest in employment opportunities with Glendale Community College District.