Financial Aid Technician
Job Description
Posting Number
20141892SPosition Title
Financial Aid TechnicianLocation
College of San MateoDepartment
Financial Aid CSM (DEPT)Position Number
4C0071Percentage of Full Time
100%FLSA
Non-Exempt (accrues overtime)Months per Year
12Min Salary
$78,216 (annual)Max Salary
$99,960 (annual)Position Type
Classified PositionsWho We Are
The San Mateo County Community College 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 our commitment to provide quality education and promote life-long learning — 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 San Mateo County Community College District team, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice. We achieve this through broad collaboration among faculty and classified staff, administration, students and community partners.
The College and the District
College of San Mateo (CSM) is part of the San Mateo County Community College District and is a Hispanic Serving Institution and Asian American Native American Pacific Islander Serving Institution. The college enrolls approximately 15,000 students each academic year. CSM 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 College of San Mateo’s Office of Planning, Research, Innovation, & Effectiveness (PRIE) website.
Who We Want
We value the ability to serve students from a broad range of academic, socioeconomic, cultural, disability, gender identity, sexual orientation, racial and ethnic backgrounds. We prioritize applicants who demonstrate an understanding of the benefits that diversity brings to a professional educational community. The successful candidate will be an equity-minded individual who is committed to collaborating with faculty, classified staff, administration, students and community partners in strengthening the culture of equity and antiracism throughout the District. The San Mateo County Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping students achieve their educational goals.
The Position
The Financial Aid Technician position involves complex clerical work at the action level. Incumbents are involved in compilation of data, assessment, and processing of student eligibility for financial aid awards and services. Under general supervision, the employee provides financial aid policy and procedural information; compiles and assesses data used to determine student eligibility for a variety of awards and related services. The Technician analyzes data, reconciles program accounts, and prepares statistical and other reports to document financial aid packages awarded. Public contact is extensive. The Technician is in contact with students, staff, other educational institutions, community organizations, business representatives, funding agencies, and the general public. This contact includes the exchange of policy and procedural information concerning eligibility criteria, assessment and awarding of financial aid and other related program services. A moderate to high degree of independent judgment and creativity are required to apply prescribed federal, state, district and college 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, money, and result in state/federal compliance or audit findings. The Financial Aid Technician may lead the work of other staff and student assistants 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.
- Provides information to students regarding federal, state and institutional financial aid program requirements and other enrollment services policy and procedural information to students, parents, staff, other educational institutions, community organizations, business representatives, funding agency personnel and the general public
- Evaluate document financial need; advise parents and students about availability, application process, rights and responsibilities related to student aid. 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 award students
- Analyzes student records using electronic or paper supporting documentation to identify errors, correct data, and reprocess changes in student records as required
- Verify selected student records as required
- Participates in community outreach activities to promote financial aid and enrollment services; drives a motor vehicle to attend off-site meetings, workshops, recruitment programs, and other special events
- Attends workshops, conferences, and trainings as needed to remain current on regulatory changes, technical requirements and processes, and other areas
- Confers with government and funding agencies regarding immigration, tax, residency, and other eligibility issues
- Meets with students to assess their financial aid eligibility, college standing, and projected financial and enrollment service needs
- 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 and project budget expenditures using prescribed funding agency and district policies and financial guidelines
- Uses a variety of computer systems, software and websites to set up, maintain, and monitor confidential and other student records and files
- Uses spreadsheets and a variety of other computer software to compose and prepare original correspondence, narratives, memoranda, research data for and prepare reports in support of programs and services, and to document eligibility, student demographics, profiles, financial status, and other data
- Provides college and community referral services to students as appropriate
- Confers with employers, community and government agency representatives, high school staff, financial institutions, and other college staff regarding student job opportunities, follow-up to previous referrals, recruitment activities, and other services
- Directs the work of clerical and other staff on special projects and other workloads as assigned
- Help cover front desk and answer questions at busy times, as necessary
- Makes presentations to small and large groups regarding available loans and grants, eligibility criteria, programs and student services offered, required forms and timelines and other information
- Identifies and reports anomalies or other information that may identify potential fraud or misuse of state or federal funds
- Maintains close working relationships with Admissions and Records, Cashiering, Counseling, EOPS, and other campus offices
- Technicians may be assigned some or all of the duties listed above
Minimum Qualifications
- A combination of education and experience equivalent to completion of an Associate degree in business administration, accounting or a closely related field
- Successful work experience of increasing responsibility that has included accounting, budgeting or other financial record keeping, preferably in banking or related financial loan services
- Demonstrated cultural competence, sensitivity to, and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty, and staff
- Demonstrated skill in oral and written communication, including public speaking
- Experience leading the work of others
- Experience compiling data for, composing and preparing reports, correspondence, memoranda and other written materials
- Detailed record keeping
- Experience using databases and a variety of computer software
- 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
Knowledge, Skills and Abilities
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 Over-payments and other related services
- Federal, state, district 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
- Processing corrections for various federal and state programs
- Processing files for students selected for Verification, resolve data discrepancies, calculate and adjust records for Post Withdrawal Disbursements or Overpayments
Skill in:
- Interviewing, assessment, and advising techniques
- Communicating respectfully, sensitively, and effectively with people at various levels within an organization who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
- Organization and in following written instructions, formulas, and guidelines to analyze data for the purpose of drawing conclusions
- Use of enterprise computer systems and a variety of federal and state websites and various software programs to set-up and maintain detailed records and to compose a variety of written materials
- Oral communication, including persuasive communication skills
- Written communication
- Working cooperatively with others and effectively as part of a customer service team
- Working accurately with financial and statistical data
- Directing the work of others
Ability to:
- Use tact and discretion in handling confidential information
Physical Requirements
This position requires attention to detail; logical/linear thinking; good memory, data analysis and synthesis; adaptability; flexibility; patience and tact in order to perform the essential functions.
Preferred Qualifications
Previous experience in a Financial Aid Office is desirable.
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
10/16/2024First Review Date
11/14/2024Open 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, ethnic, neurodivergent, and LGBTQIA+ 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
Fax: (650) 574-6574
Email: smccdjobs@smccd.edu
Web Page: https://smccd.edu/humanresources/
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, ethnic, neurodivergent, and LGBTQIA+ 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
Fax: (650) 574-6574
Email: smccdjobs@smccd.edu
Web Page: https://smccd.edu/humanresources/
Conditions 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.
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 requests and a copy of the Americans with Disabilities Act applicant procedures can be made by completing our: Applicant Reasonable Accommodation Request Form
Annual Security Report
San Mateo County Community College District’s (SMCCCD) 2024 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years (2021–2023) 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. The 2024 Annual Security Report also outlines various campus safety and security policies 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 Annual Security Report also includes important tips to help every community member remain safe and avoid becoming a victim of crime. The 2024 Annual Security Report is now available on the Public Safety website. 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. The report includes information about criminal activity on our campuses, emergency procedures, and resources.
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