"Financial Aid Specialist III"

Job Description

In addition to the salary, this position qualifies for the choice of one of the Districts excellent Health Benefits and Welfare plans, which the premium cost is 100% paid by the District for the employee and their eligible dependents, and one health plan costing an estimated $60,000 for the District for fiscal year 2025-2026. We offer two medical plans (Anthem Blue Cross [PPO] and Kaiser Permanente (HMO]); dental (Delta Dental PPO); vision (VSP Choice); life insurance for the employee (The Hartford); life insurance for eligible dependents (The Hartford); a long term disability/income protection plan (The Hartford); and an employee assistance plan (Anthem EAP).

In addition, the District contributes an additional 26.81% of the employees salary towards an eligible employees pension (CalPERS).

Employees may also elect to participate in optional plans including purchasing additional life insurance for themselves and their eligible dependent(s); enroll in a medical, transportation, and/or dependent care Flexible Spending Account(s) (with the $4 monthly administrative fee paid by the District); and set pre-taxed dollars aside to supplement their pension in a 403b (tax shelter annuity) and/or a 457 (deferred compensation) plan(s).

Classified employees also earn 10 to 22 days per year of vacation (based on years of service), and up to 12 sick leave days (pro-rated for less than full-time positions). There are currently 20 paid holidays.

Position Description

POSITION SUMMARY

The Financial Aid Specialist III reports to the Director of Financial Aid at San Jose City College. The work schedule is 12 months per year; 40 hours per week; Monday – Friday; 8:00 a.m. – 5:00 p.m.

This position is represented by CSEA (California School Employees Association), Chapter 363.

POSITION PURPOSE

Under the direction of a Financial Aid Officer, assign and review financial aid packages prior to their submittal, serve as a technical resource in the financial aid office for other Specialists and oversee the office in the absence of the Financial Aid Officer; perform specialized financial aid functions on an on-going basis in support of the overall program including loan packaging, and awarding, and Veterans Program activities.

DUTIES AND RESPONSIBILITIES

1. Oversee the Financial Aid Office in the absence of the Financial Aid Officer.
2. Provide work direction and guidance to other Financial Aid Specialists; respond to technical questions and assist in training of new personnel; provide direction to student workers.
3. Assist students in applying for various types of Federal, State and other financial aid programs and Veterans benefits.
4. Provide final review of applications and required documentation to determine financial need and program eligibility for a variety of Federal, State and District programs and award/package aid including loans.
5. Interview veterans for benefit eligibility; prepare and maintain all documentation and files for program audits.
6. Recalculate financial need as required; evaluate special circumstances to override need analysis results and increase or decrease awards.
7. Refer students to other District or community resources as appropriate.
8. Provide information and assistance to students and parents regarding financial aid programs, applications and eligibility; interpret and explain Federal, State and District regulations, requirements, policies and procedures.
9. Participate in the student petition process and in evaluating cases requiring professional judgment.
10. Monitor continued eligibility of students; evaluate and monitor satisfactory academic progress; amend student awards according to changes; coordinate outside sources of assistance.
11. Interview and counsel students and parents concerning cost of education, program requirements and recommend resources and courses of action as appropriate.
12. Perform technical duties related to departmental computer systems; implement, test and debug program changes; assist in determining packaging parameters.
13. Perform needs analysis and package students for financial aid programs; enter and revise data in the computer; generate, file and distribute award letters.
14. Communicate with various District departments and personnel, governmental and private agencies, other colleges, financial institutions and the public.
15. 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.
16. 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.
17. 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. Direct Department activities in the absence of the supervisor.
3. Determine eligibility for financial aid through needs analysis.
4. Develop financial aid packages to meet financial need.
5. Read, interpret, apply and explain rules, regulations, policies and procedures.
6. Exercise sound judgment in reviewing and evaluating student financial aid applications.
7. Interpret financial statements, income tax forms and related documents.
8. Utilize computer software for extensive reporting, tracking and analysis.
9. Analyze situations accurately and adopt an effective course of action.
10. Add, subtract, multiply and divide quickly and accurately.
11. Communicate effectively both orally and in writing.
12. Maintain records and prepare reports.
13. Provide work direction and guidance.
14. Plan and organize work to meet schedules and time lines.
15. Work independently with little direction.
16. Establish and maintain cooperative and effective working relationships with others.
17. Relate effectively to economically disadvantaged students.
18. Interview and advise students.
19. Handle difficult situations with tact and diplomacy.

Required Qualifications

EDUCATION AND EXPERIENCE

1. An Associates degree supplemented by college course work in business, accounting, social services or related field.
2. Four years of increasingly responsible experience involving statistical and financial record-keeping and public contact in a social services related field, including at least three years of financial aid experience.

Districts Diversity

• 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 Districts hiring policy; or demonstrated equivalent transferable skills to do so.

Desired Qualifications Foreign Degree

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.

Working Environment

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.

About San Jose/Evergreen Community College District

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 Spring 2024, with enrollment of approximately 15,655 students per semester, and an extremely diverse student population (Hispanic/Latino 45.20%, Black/African-American 3.45%, Asian/Pacific Islander 31.70%, American Indian/Native American 0.36%, White/Caucasian 12.76%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the Districts 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 43.9% Latinx, 25.3% Asian/Pacific Islander, 4.2% Black/African American, 0.3% American Indian/Native American, 17.9% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.

Important Information

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