"Financial Aid Technician"

Job Description

Definition Oversees and participates in one or more of the functional phases of awarding scholarships, loans, and grants at a college or has full responsibility for one major financial aid program at a college or the Central Financial Aid Unit of the District Office.

Typical Duties Responsible for one or more functions of financial aid programs such as: Federal Work Study Program, Federal Pell Grant Awards, Federal Supplemental Educational Opportunity Grant, data processing input and electronic transmissions, emergency loans, loan billings and collections, scholarships, Cal Grants and Federal Loan Programs. Interviews students to evaluate their needs and to determine their eligibility for one or more of the financial aid programs. Authorizes awards for financial aid through a combination of loans, grants, and work study based on individual needs and applicable laws and regulations. Provides advice and offers solutions to students who have special financial problems, who question eligibility requirements, or who have been denied aid. Compiles facts and figures necessary for the preparation of periodic and special reports. Audits individual student financial aid files to assure completeness and accuracy of all documents and corrects or orders the correction of any discrepancies. Prepares public information material related to financial aid for use in college papers and bulletins. Verifies the accuracy of information received through follow-up investigation or other means. Operates a computer terminal to input and retrieve information from a variety of specialized financial aid and student information records systems. Effectively utilizes standard office software applications to compile data and prepare information and correspondence. Attends and participates in seminars, conferences, workshops, and other training sessions to learn about state and federal laws and regulations pertaining to financial aid. May provide work direction and training to financial aid clerical support staff. May assist in the development and recommend new procedures and changes in existing clerical procedures. May perform a variety of tasks during peak work load periods or in the absence of assigned staff. Performs other related duties as assigned.

Distinguishing Characteristics A Financial Aid Technician oversees and participates in one or more of the functional phases of awarding scholarships, loans, and grants at a college or has full responsibility for one major financial aid program at a college or the Central Financial Aid Unit of the District Office; performs tasks on several software programs including downloading of information. A Financial Aid Supervisor supervises activities related to the day-to-day operations of a college's Financial Aid Office, including the areas of analysis of student financial needs, determination of student financial aid eligibility, review of financial aid applications, and awarding of financial aid, as well as maintenance of related records and files. A thorough knowledge of financial aid program policies, goals, and procedures is continuously applied in performing the duties of the class. A Financial Aid Assistant performs specialized clerical duties related to providing financial assistance to students in the college's Financial Aid Office or the Central Financial Aid Unit of the District Office; operates a computer terminal to input and update financial aid related data.

Supervision Immediate supervision is received from a Financial Aid Manager or Financial Aid Supervisor. May provide work direction to lower-level clerical staff and student employees.

Class Qualifications

Knowledge of:

• Federal and state regulations, requirements and procedural guidelines pertaining to governmentally-funded programs of student financial assistance
• Techniques of counseling and interviewing
• Customer service techniques for public contact in person, on the telephone, and in written communication
• Correct use of business English, punctuation, spelling, and grammar
• Letter, memorandum, and report formats
• Clerical practices and procedures
• Recordkeeping procedures
• Capabilities of computer systems, applications, and hardware used in the operation of a Financial Aid Office

Skill in:

• Use of computer and standard office equipment

Ability to:

• Understand, interpret, and apply laws, regulations, and procedures concerning financial aid programs
• Advise students on personal management of financial aid funds
• Evaluate financial needs of students by applying prescribed criteria
• Communicate effectively with individuals from various ethnic and socio-economic backgrounds and different levels of academic achievement
• Work effectively and cooperatively with students, staff, faculty, and the public
• Critically review financial aid data and resolve discrepancies
• Train support staff to use various types of computers and software programs
• Gather and compile statistical and financial data
• Give clear and concise instructions
• Work under the pressure of recurrent deadlines with frequent interruptions
• Perform mathematical computations accurately
• Keep information confidential
• Deal calmly with students who are disturbed because of misunderstandings or delays
• Provide technical assistance to others
• Prepare reports and correspondence
• Work in a high volume environment
• Communicate effectively orally and in writing
• Maintain accurate records and files
• Effectively utilize computer hardware and software in the performance of duties
• Learn specialized software applications

Entrance Qualifications

Education and Experience:

A. Graduation from high school or its equivalent AND two years of full-time, paid clerical experience in a college or university financial aid office. College-level course work in accounting, business administration, economics, finance, sociology, psychology, information technology, or a related field is desirable.

OR

B. An associate degree or its equivalent from a recognized college or university AND one year of full-time, paid clerical experience in a college or university financial aid office. College-level course work in accounting, business administration, economics, finance, information technology, sociology, psychology, or a related field is desirable.

Benefits Medical and dental insurance and vision care plans are provided for employees and their dependents. A $50,000 life insurance policy is provided free of charge for each employee. New employees receive 12 full-pay days and 88 half-pay days of illness leave. 19 paid holidays per year. Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days. Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty. Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security. Employee Assistance Program

Selection Process The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

Reasonable Accommodations Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class. In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.