MIRACOSTA COLLEGE
CLASS TITLE:
LEAD FINANCIAL AID TECHNICIAN
BASIC FUNCTION:
Under the direction of Director, Financial Aid and Scholarships provide technical expertise to
students, Financial Aid Staff and District personnel concerning financial aid policies, procedures
and regulations; package and certify financial aid applications in accordance with complex
federal, state and local (district) requirements; develop and implement financial aid policies and
procedures; determine eligibility, calculate, initiate, and authorize disbursements, monitor and
reconcile expenditures; supervise, schedule, provide work direction, training, work review, and
coordination of work efforts of the Financial Aid staff..
DISTINGUISHING CHARACTERISTICS:
The Senior Financial Aid Technician incumbent is distinguishable from the Financial Aid
Technician incumbents in that the lead-level classification performs the duties of the Director,
Financial Aid in her/his absence and is the lead person on a daily basis, coordinates activities of
the Financial Aid Office staff, develops policy and procedures, supervises, trains and reviews the
work of the Financial Aid Functional Specialist, Financial Aid Technician, Financial Aid Assistant,
Financial Aid Secretary, temporary workers and student workers; has electronic and hard copy
recordkeeping responsibilities of all federal aid program expenditures/authorizations and
reconciliation with Fiscal Services and the Department of Education; and performs the higher
level technical tasks involved in the Financial Aid program.
REPRESENTATIVE DUTIES:
1.
Interpret, analyze and apply complex laws, rules and regulations related to state and
federal financial aid programs; implement changes to assure continued program
compliance and avoid financial penalties to the District. (E)
2.
Maintain current knowledge concerning revision in federal, state, local and campus
regulations, policies and procedures; advise other staff concerning changes in policies,
regulations and technical procedures and provide direction and assistance for
implementation. Provide technical expertise to students, parents and staff regarding
financial aid policies and regulations. (E)
3.
Conduct confidential interviews with applicants to determine eligibility for financial
assistance; assist students in applying for funds; perform needs analysis; assign
budgets; package and authorize financial aid awards in compliance with all federal, state
and local regulations and District policies. Determine eligibility and authorize awards
under Pell Grant, BOGW, Federal Supplemental Opportunity Grant, Extended
Opportunity Grant, Federal Work Study, Stafford Loans, Cal Grant B and C, BIA, Care,
Scholarships, Private Loans, Real Estate Scholarships, and Chafee programs. (E)
4.
Maintain and audit computerized disbursement module; prepare and input data for funds
disbursement, coordinate with other District personnel and departments (Fiscal Services,
Student Accounts) to assure timely and accurate financial aid disbursements to students;
ensure compliance with program requirements to avoid penalties to the District. Verify
and audit all federal, state, and institutional financial aid program expenditures; reconcile
Pell, Cal Grant, FSEOG, FWS expenditures monthly with Fiscal Services; verify
availability of funds and expenditures; research and analyze transactions to resolve
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/22/09
LEAD FINANCIAL AID TECHNICIAN
2
budget and eligibility problems. Monitor student eligibility changes and determine if
overpayment or federal refund situation exists; perform overpayment and federal refund
calculations; start collection procedures; refer non-repayments to the U.S. Department of
Education, Department of Collections, track, record and report payments, collect
repayments on behalf of the U.S. Department of Education. (E)
5.
Download and install federal computer programs to perform electronic Pell procedures,
update as demanded by U.S. Department of Education, enter and transmit electronic
corrections to student aid applications, determine eligibility for Pell Grant and transmit
data for processing by the Department of Education. Request funds electronically.
Transmit updates and changes in eligibility. Maintain database. (E)
6.
Monitor and evaluate internal operating procedures; determine, recommend, and
implement changes needed in policies and procedures to accommodate changes in
federal, state, and district regulations; assist in designing forms, brochures, and letters.
Compose and prepare a variety of correspondence related to financial aid programs.
7.
Coordinate with other departments to assure timely receipt of information and records
necessary to determine eligibility and process applications and authorize disbursements.
Serve as liaison to California Student Aid Commission, state, federal and private
agencies, the general public, Fiscal Services office, Spartan Bookstore, U.S. Department
of Education, U.S. Department of Collections, etc. Serve as National Student Loan
Clearinghouse Financial Aid resource to students and staff. (E)
8.
Using PeopleSoft, write queries and extract, verify, compile, analyze and format data
from college and federal databases for planning, decision-making, evaluations, research
projects, and accountability purposes. Develop and maintain a collection of data and
reports to support program audits, historical data, etc. Compile and verify data for annual
FISAP (Fiscal Operations Report and Application to Participate), prepare electronic
report for sign-off by Vice President of Fiscal Services, and the
Superintendent/President. Compile and verify data for annual MIS submission. (E)
9.
Develop procedures, train and provide work direction, work assignment, and work review
for Financial Aid Technician, Financial Aid Assistant, Financial Aid Secretary, temporary
employees, and student assistants. Audit the work of these employees to ensure
compliance with campus, office, state, and federal laws and guidelines. Review and
authorize all Financial Aid Technician award packages and eligibility determinations to
assure accuracy and compliance with federal and state laws and office policies. (E)
10.
Provide guidance and work direction and assignment to the Financial Aid Functional
Specialist. Develop and update PeopleSoft procedures, processes, conduct setup and
testing for financial aid processing. Maintain the Financial Aid PeopleSoft Procedures
manual. Serves as Lead for trouble shooting and monitoring financial aid PeopleSoft
functions. (E)
11.
Calculate qualitative and quantitative federal academic progress compliance for each
financial aid student at the end of each term. Monitor compliance; maintain database
records; notify students of compliance/non-compliance; withdrawal of federal aid awards
based on non-compliance. Establish eligibility for and assign probationary periods. (E)
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/22/09
LEAD FINANCIAL AID TECHNICIAN
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12.
Determine eligibility for emergency loans, enrollment fee and non resident tuition
deferments and Pell Advancements. Authorize expenditures. Approve/deny and certify
federal loan applications, private loan applications, student enrollment payment status
appeals, and professional judgment cases.
13.
Perform other duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
District organization, operations, policies and objectives.
Federal, state and local financial aid programs and regulations.
Financial and statistical recordkeeping techniques.
Interviewing and counseling techniques.
Budget management.
Basic mathematics.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Report preparation.
Applicable sections of State Education Code and other applicable laws.
Technical aspects of field of specialty.
Interpersonal skills using tact, patience and courtesy.
Computer hardware and software knowledge and expertise.
Modern office practices, procedures and equipment.
Telephone techniques and etiquette.
ABILITY TO:
Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in
a variety of procedural situations.
Understand and follow oral and written directions.
Operate a variety of office equipment, including computer and appropriate software.
Plan, organize, oversee and evaluate of financial aid programs and office services.
Perform difficult financial and statistical recordkeeping work for a variety of federal and state
financial aid programs.
Prepare and maintain complete and concise reports, records and files.
Exercise sound judgment in reviewing student financial aid applications.
Make arithmetic calculations quickly and accurately.
Understand and follow oral and written directions.
Establish and maintain cooperative and effective working relationships with others.
Work independently with little direction.
Analyze situations accurately and adopt an effective course of action.
Meet schedules and timelines.
Train and provide work direction to others.
Work confidentially with discretion.
Communicate effectively both orally and in writing.
Resolve conflicts and solve problems.
Establish priorities and work effectively with many demands on time.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
ethnic and disability issues.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/22/09
LEAD FINANCIAL AID TECHNICIAN
4
EDUCATION AND EXPERIENCE:
Education and experience equivalent to an Associate in Arts degree and two to three years
directly related work experience.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Train and provide work assignment and direction as lead to Financial Aid Functional Specialist,
Secretary I, Financial Aid Assistant, Financial Aid Technicians, temporary workers and student
workers. Supervise and assign duties and shifts. Provide input to Director, Financial Aid
regarding Performance Appraisals for staff.
CONTACTS:
Coworkers, Federal and public agencies, Student Aid Commission, U.S. Department of
Education, other colleges and departments, parents, and students, Pell Grant, U.S. Department
of Collections, etc.
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 for extended periods
of time, 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 busy office environment; subject to frequent contacts and interruptions by individuals in
person or by phone; may be required to work at any district location or authorized facility during
day and/or evenings hours including occasional weekends on an as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/22/09