Financial Aid Technical Support Specialist
Employment Type: Full-Time
Financial Aid Technical Support Specialist
San Mateo County Community College DistrictPosting Number:
Financial Aid CAÑ (DEPT)Location:
Cañada CollegePosition Number:
3C0188Percentage of Full Time:
Non-Exempt (accrues overtime)Months per Year:
12If other, please specify:Salary Range:Note:Min Salary:
$75,420 (annual)Max Salary:
$96,420 (annual)Position Type:
Classified PositionsWho We Are:
The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan
is focused on “Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.The College and the District:
Cañada College is part of the San Mateo County Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 11,000 students each academic year. Cañada College has a diverse student population that is a reflection of the communities that it serves. Detailed information about the student population, including data related to student success, can be found on Cañada College’s Office of Planning, Research and Institutional Effectiveness (PRIE)
website.Who We Want:
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community College District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.The Position:
The Financial Aid Technical Support Specialist performs complex technical work related to analyzing and resolving problems with the financial aid systems as they occur and in playing a key role in the testing documentation, and training of business processes related to financial aid. The Financial Aid Technical Support Specialist must possess a combination of functional and technical expertise and, under the supervision and direction of the Financial Aid Director, will assist ITS staff with research, analysis, and communication of policies and regulations and their impact on the District's enterprise software (Banner) and other systems configuration. Under direction, the employee compiles data for financial aid computer programs; analyzes data, reconciles computer program problems, and prepares statistical and other reports. Public contact is extensive, primarily including students, staff, other educational institutions, community organizations, business representatives, funding agencies, and the general public, for the purpose of exchanging policy and procedural information concerning eligibility criteria, assessment and award packages, and related program services. A high degree of independent judgment and creativity are required to apply prescribed policies and guidelines to a variety of individual situations in order to arrive at appropriate recommendations. Consequences of errors in judgment could be costly in public relations, employee time, and result in institutional liability and audit exceptions. The Financial Aid Technical Support Specialist can lead and direct the work of others as assigned.Duties and Responsibilities:
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.
1. Maintains currency with federal and state regulations that may have an effect on financial aid processing and plays a lead role in the research, understanding, and interpretation of policies and regulations and their effect on system configuration.
2. Completes necessary research and analysis to communicate with ITS and other staff configuration requirements needed for compliance with policies and regulations.
3. Participates in community outreach activities to promote financial aid and enrollment services (evenings and weekends may be required); drives a motor vehicle to attend off-site meetings, workshops, and recruitment programs and other special events to obtain and provide current information.
4. Leads the effort to prepare training documentation and to train other staff on policies and procedures.
5. Generates various reports and letters and coordinates automation with ITS.
6. Works closely with ITS staff in configuring and testing the annual new year roll setup, Banner upgrades, and related system changes as well as current and forthcoming software from the Department of Education and California Student Aid Commission for monitoring, processing, and reporting of grants, scholarships, loans, and other sources of financial assistance.
7. Exchanges financial aid and enrollment services policy and procedural information with students, parents, staff, other educational institutions, community organizations, business representatives, funding agency personnel, and the general public.
8. Serves as technical resource for the College and District regarding financial aid and various student related services.
9. Makes presentations to small and large groups regarding available loans and grants, eligibility criteria, programs and services offered, required forms and timelines, and other information.
10. Conducts detailed data assessments in order to select appropriate loans, grants, and other programs for students based on eligibility and need; assists supervisory staff on special and regular projects and reports as assigned; monitors program expenditures using prescribed funding agency and District policies and financial guidelines.
11. Confers with or attends training opportunities from government and funding agencies regarding immigration, tax, residency, and other eligibility issues.
12. Meets with students to assess their financial aid eligibility, student standing, and projected financial and enrollment service needs.
13. Computes and compiles data using various databases from student and funding agency records in conjunction with other colleges, ITS, and other District staff.
14. Prepares original correspondence, narratives, memoranda, and researches data reports in support of programs and services and to document eligibility.
15. Tracks and reports on trends in student population changes, economic status, college completion rates, student usage of related college services, and other data.
16. Researches data for and completes required funding agency and District reports and surveys.
17. Compiles confidential and other data to assess and document student income status, expenditures and projected budgets, enrollment status, grades, employment records, immigration status, residency, tax filing status, and other information and initiates awards for students.
18. Analyzes and verifies students’ records using electronic or paper supporting documentation to identify errors, correct data, and reprocess changes in student records as required.
19. Identifies and reports anomalies or other information that may identify potential fraud or misuse of state or federal funds.
20. Uses a variety of computer systems, software and websites to set up, maintain, and monitor confidential and other student records and files.
21. Confers with students, staff and others, as applicable to resolve complex application and eligibility issues.
22. Leads the work of clerical and other staff on special projects and other workloads as assigned.Minimum Qualifications:
• A combination of education and experience equivalent to completion of an Associate’s degree in business administration, accounting or a closely related field
• Three years of experience in a financial aid office with a strong background in computer solutions
• An understanding of the Banner Enterprise System with familiarity of interactions between cashiering, admissions and records, and financial aid
• Ability to navigate and work with multiple secure federal systems and websites including, but not limited to NSLDS, COD, EdConnect, and IFAP
• Ability to manage compliance issues for federal, state, and District procedures and regulations
• Ability to develop creative solutions to use federally prescribed operations to test and operate District software solutions
• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff
• Demonstrated skill in oral and written communication, including public speaking
• Experience leading the work of others
• Demonstrated skill in the use of a variety of software for compiling data, composing and preparing reports, correspondence, memoranda and other written materials
• Demonstrated skill in detailed recordkeeping and the use of a database
• Demonstrated skill in working as part of a customer service team
• Possession of a valid California Driver’s License (or the ability to obtain one) and the ability to drive a motor vehicle to off-site locations are required
• Ability to work evening and weekend activitiesPhysical Requirements:
This classification requires sitting for various lengths of time; the ability to type, use phone, occasionally lift, carry, push, pull, or otherwise move objects of light to moderate weight; work at a computer, including viewing a monitor for various lengths of time, repetitive use of keyboard, mouse or other control device, dexterity of hands and fingers to operate keyboard; and ability to operate a motor vehicle and drive to off campus locations in order to perform the essential functions.Equivalence to Minimum Qualifications:Knowledge, Skills and Abilities:
1. Knowledge of federal, state, District, and institutional financial aid policies, procedures, guidelines, and required reports related to the award, continuation, and follow-up of student loans, grants, student employment, Return to Title IV Programs Multiple Pell Reporting and Potential Pell Overpayments and other related services.
2. Knowledge of federal, state, and institutional programs, services and other resources available to assist students in counseling, TRiO, CARE, EOPS, Veterans Services, eDisbursement, immigration procedures, employment, tutoring, enrollment, record keeping, and other areas.
3. Knowledge of procedures for processing corrections for various federal and state programs.
4. Knowledge of the consequences of system programming, system parameter setup, and operational processes in employee time, mistakes in funding authorized for students and errors in awarding federal funds.
5. Knowledge of procedures for processing files for students selected for verification, resolving data discrepancies, calculating and adjusting records for post withdrawal disbursements or overpayments.
6. Knowledge of college programs, services, and other resources available to assist students in counseling immigration procedures, employment, tutoring, enrollment, record keeping, and other areas.
7. Knowledge of applicable computer systems and their use.
8. Skill in respectful, tactful and sensitive interaction with people who are diverse in their academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds.
9. Skill in following written instructions, formulas, and guidelines to analyze data for the purpose of drawing conclusions.
10. Skill in interviewing and assessment techniques.
11. Proficiency in the use of computer systems and a variety of software to set up and maintain detailed records and to compose a variety of written materials.
12. Skill in oral communication, including persuasive communication skills.
13. Skill in written communication, including composing technical documentation.
14. Skill in working cooperatively and effectively with others as part of a team.
15. Skill in working accurately with financial and statistical data.
16. Skill in directing the work of others.
17. Skill in use of the Microsoft Office Suite and web-based content management systems.
18. Ability to use tact and discretion in handling confidential information.Preferred Qualifications:Benefits:
Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.Open Date:
03/03/2020First Review Date:
05/10/2020Close Date:Open Until Filled:
YesSpecial Instructions Summary:
Required Application Materials
All applicants are required to submit:
1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position).
2. A resume that details all relevant education, training, and other work experience.
3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement.
Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.
For questions related to this posting, please contact:
SMCCCD Office of Human Resources
3401 CSM Drive, San Mateo, CA 94402
Tel.: (650) 574-6555
Web Page: www.smccd.edu/hrConditions of Employment:
Prior to employment, the selected candidate will be required to complete the following:
1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process
In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.EEO Statement:
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.Accommodations:
Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.Annual Security Report:
San Mateo County Community College District’s (SMCCCD) 2019 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2019 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2019 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2019 Annual Security Report
is now available. You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000.To apply, visit: https://jobs.smccd.edu/
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* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.
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