MIRACOSTA COLLEGE
CLASS TITLE:
FINANCIAL AID TECHNICIAN
BASIC FUNCTION:
Under the direction of the Director, Financial Aid and Scholarships, perform specialized and
technical duties in support of financial aid programs and services; receive, analyze and validate
financial aid applications, perform needs analysis, determine eligibility and package awards in
accordance with District policies and federal, state and local requirements; perform R2T4
(Return to Title IV) calculations; monitor and reconcile Federal Work Study program
expenditures.
DISTINGUISHING CHARACTERISTICS:
Financial Aid Technician incumbents are distinguishable from the Lead Financial Aid Technician
incumbent in that the Lead classification performs the duties of the Financial Aid Director in
her/his absence and acts as Lead person on a daily basis, coordinates activities of the Financial
Aid Office and staff, monetary responsibilities, and performs the more technical tasks involved in
the Financial Aid program.
REPRESENTATIVE DUTIES:
1.
Perform needs analysis to determine eligibility, assign student budgets and package
financial aid awards in compliance with all federal, state and local regulations and
District policies for approval of the Financial Aid Director or Lead Financial Aid
Technician. (E)
2.
Process applications and verification forms; analyze records for changes in status;
request and analyze records and other information needed to determine status of
applications and forms; identify unusual circumstances for possible alternative
processing. Perform complex calculations to determine pro-rated loan eligibility,
unearned loan funds, and pro-rate eligibility for non-standard term attendance. Provide
technical assistance and information to students, parents and staff regarding financial
aid programs and services; instruct students in proper completion of forms and
applications; explain applications, requirements and restrictions; review completed forms
for accuracy and completeness. (E)
3.
Determine eligibility of students for Pell Grant, SEOG, EOPS, BOGW, Federal Work
Study, Chafee, and Federal Direct Student Loan programs and Cal Grant; ensure
compliance with program requirements; determine if student meets Selective Service,
U.S. Department of Homeland Security, and U.S. Department of Education eligibility
requirements. (E)
4.
Conduct confidential interviews with students and occasionally parents, while adhering
to FERPA regulations, to validate information submitted and clarify discrepancies;
assure accurate and complete documentation.
5.
Complete first-level determination of overpayments and Return of Title IV Funds.
6.
Maintain current knowledge of federal and state laws, local and campus regulations,
policies and guidelines which affect programs and application processing and eligibility
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/18/14
FINANCIAL AID TECHNICIAN
2
requirements. Attend workshops, conferences and other training sessions involving
financial aid as assigned. (E)
7.
Monitor eligibility and academic progress of students to assure correct allocation of state
and federal funds. Monitor timeframe and remedial course work. (E)
8.
Administer the Federal Work Study funding; prepare and verify schedules of
encumbrances and expenditures; assure continued eligibility of recipients; review
monthly timecards, and authorize payments as appropriate; perform fund expenditure
projections to ensure expenditures remain within budgeted funds. (E)
9.
Compile and prepare statistical and financial records and reports; prepare and type
letters and other correspondence; maintain student records and files in compliance with
regulations and FERPA. (E)
10.
Assist in conducting financial aid workshops as assigned; provide information and
assistance to students, parents, instructors, other staff members and the public as
requested.
11.
Train and provide work direction to student workers and other personnel as assigned.
12.
Assist in evaluating internal operating procedures; recommend changes in procedures
and assignments; assist in designing forms and letters.
13.
Serve as Financial Aid Representative at San Elijo Campus as required.
14.
Serve as liaison between the Financial Aid, Veterans and EOPS Offices; coordinate
award activities; advise EOPS of over award situations; maintain automated records of
tentative and actual EOPS awards and integrate into packaging procedure; provide
periodic reports regarding potentially eligible students.
15.
Serve as liaison with the California Student Aid Commission for the Cal Grant Programs.
Compile information and transmit student eligibility information using Webgrants.
16.
Determine eligibility for Federal Direct Student Loans including appropriate grade level;
monitor for changes in eligibility due to enrollment status and other factors; establish
loan disbursement dates in compliance with federal regulations; confirm eligibility at time
of disbursement; assist with resolving COD transmission issues. (E)
17.
Complete first-level review and approve/deny student maximum timeframe, satisfactory
progress, enrollment status, and loan appeals; notify students of outcome of initial
appeals. (E)
18.
Prepare student database for end of year FISAP reporting.
19.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/18/14
FINANCIAL AID TECHNICIAN
3
District organization, operations, policies and objectives.
Personal and financial issues/special circumstances of disadvantaged students.
Federal, state and local financial aid programs and regulations.
Financial and statistical recordkeeping techniques.
Modern office practices, procedures and equipment.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Applicable sections of State Education Code and other applicable laws.
Interpersonal skills using tact, patience and courtesy.
Policies, objectives and technical aspects of financial aid programs and activities.
Interviewing and counseling techniques.
Basic math.
Report preparation.
Telephone techniques and etiquette.
ABILITY TO:
Interpret, apply and explain rules, regulations, policies and procedures and apply them in a variety
of procedural situations.
Operate a variety of office equipment, including computer and appropriate software, Electronic
Storage and Retrieval System.
Prepare and maintain complete and concise records, reports and files.
Add, subtract, multiply and divide quickly and accurately.
Establish and maintain cooperative and effective working relationships with others.
Communicate effectively both orally and in writing.
Understand and follow oral and written directions.
Work independently with little direction.
Meet schedules and timelines.
Train and provide work direction to others.
Work confidentially with discretion.
Assist with planning and organizing financial aid programs and services.
Plan and organize work.
Exercise sound judgment in reviewing student financial aid applications.
Analyze situations accurately and adopt an effective course of action.
Establish priorities, work effectively with many demands on time.
Resolve conflicts and solve problems.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Education equivalent to high school graduation and two years of directly related work
experience in a postsecondary educational setting.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Provide work direction and technical information to Financial Aid Secretary, student workers,
Financial Aid Assistants, and temporary workers, as assigned.
CONTACTS:
Coworkers, federal and public agencies such as the IRS, Dept. of Social Services, U.S. Dept. of
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/18/14
FINANCIAL AID TECHNICIAN
4
Education, other colleges, parents and students, Homeland Security, Selective Service,
California Student Aid Commission.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light
lifting and carrying of objects weighing 25 pounds or less; ability to work at computer, including
repetitive use of computer keyboard, mouse or other control devices; ability to travel to a variety
of locations on and off campus as needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving interactions and
communications personally, by phone and in writing with a variety of individuals and/or groups
of individuals from diverse backgrounds on a regular, on-going basis; ability to concentrate on
detailed tasks for extended periods of time and/or intermittently while attending to other
responsibilities; ability to work effectively under pressure on multiple tasks concurrently while
meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Primarily works in an office environment. Subject to frequent interruptions by individuals in
person or by telephone. Intermittent exposure to individuals acting in a disagreeable fashion.
May work at any district location or authorized facility during day and/or evenings hours with
occasional evenings and/or weekends on an as-needed basis. Occasional local travel may be
requested.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/18/14