Financial Aid Systems Specialist

Los Angeles Community College District; Los Angeles (CA); On-site; USD 8,700 - 11,000; Full time

Benefits offered by this job

Medical and dental insurance

Life insurance

19 paid holidays per year

Vacation days 10–24 days depending on/

Job summary

The Los Angeles Community College District seeks a Financial Aid Systems Specialist to audit and optimize student financial aid processes, define requirements for PeopleSoft modules, and provide district-wide technical guidance.

You will collaborate with audit teams, train staff, document system changes, and serve as a liaison between business processes and IT, ensuring compliance with state and federal rules.

Qualifications

• Master’s degree or higher in accounting, finance, business process management, or related field
• Bachelor’s degree plus 3 years of professional financial aid business process review experience in ERP environments (PeopleSoft)

Responsibilities

• Routinely audits student financial aid transactional data and system functionalities to ensure compliance and optimal operations
• Identifies opportunities to improve business processes and ensure regulatory compliance
• Consults with users to define operational needs, current procedures, and system access levels
• Develops requirements/specifications for new modules and enhancements in financial aid systems
• Documents processes and communicates changes to colleges, students, and stakeholders
• Acts as liaison between process owners and IT staff for PeopleSoft financial aid modules
• Performs system testing and recommends configuration changes
• Trains and mentors staff in PeopleSoft usage and best practices
• Maintains effective working relationships with stakeholders and users
• Writes manuals and reports related to financial aid systems
• Supports audits and regulatory reviews of district financial aid operations
• Supervises junior staff and provides guidance as needed
• Performs related duties as assigned

Skills

Problem solving

Documentation

Training others

Communication

Regulatory knowledge

PeopleSoft

Education

Master’s degree in accounting or related field

Bachelor’s degree in related field with 3 years experience

Tools

PeopleSoft

Job description

Location Los Angeles Community College District Office

Salary $8,704.00 - $10,783.00/mo; $104,448.00 - $129,396.00/yr (based on a full-time, 12-mo position)

Identifies, defines, troubleshoots, and resolves student financial aid transactional and business process issues; develops requirements and specifications for financial aid system/module development and modification on a district-wide basis; and provides technical assistance, training, and coaching to financial aid staff on the use of PeopleSoft financial aid systems.

Typical Duties

Routinely audits student financial aid transactional data, reports, financial aid system functionalities, and inter-system integration to ensure effective operational outcomes; identifies opportunities for improving business processes and insuring compliance with all applicable state and federal laws and regulations on financial aid.

Consults with financial aid system users to identify and define operational needs and objectives, current operational procedures, problems, input and output requirements, and levels of systems access.

Analyzes the feasibility of and develops requirements/specifications for new systems/modules and enhancements to existing systems in area of financial aid and ensures that the system design fits the needs of the users.

Documents business processes and system changes; develops and distributes communications to colleges, students, and other stake holders regarding policy, process, and procedural changes.

Acts as liaison between process owners and IT systems and programming staff engaged in analyzing, designing, coding, implementing, maintaining, and modifying technology components of financial aid information technology systems and applications.

Performs testing for system projects from development to production and recommends changes in configurations to resolve errors and address user needs.

Recruits, trains, and guides user-testers from various business areas to complete quality testing of new features and changes to existing financial aid system modules.

Provides technical training, mentoring, and coaching to professional and technical staff of matters related to usage of PeopleSoft systems functionality.

Maintains effective and cooperative working relationships with process owners, technical team members, and users.

Writes instructions, procedures, and manuals associated with the implementation and maintenance of financial aid systems.

Writes reports and correspondence, including specifications, related to financial aid systems.

Acts as a liaison with auditors engaged in regulatory, contractual, and operational audits of District financial aid operations.

Supervises lower-level specialists and technical and clerical support staff.

Performs related duties as assigned.

Distinguishing Characteristics

A Financial Aid Systems Specialist through continuous audit and user consultation identifies and defines student financial aid transactional, business process, and financial aid system issues; reviews and translates departmental requirements into specifications based on an in-depth expertise regarding federal and state regulations, requirements and procedural guidelines and PeopleSoft financial aid systems; performs testing, and maintenance tasks; and serves as a technical resource to financial aid office staff on a district-wide basis.

An Assistant Financial Aid Systems Specialist applies a thorough knowledge of student financial aid federal and state regulations, requirements and procedural guidelines and basic understanding of PeopleSoft financial aid systems to moderately complex level assignments in student financial aid business process review and system maintenance and development on a district-wide basis. Assignments are selected to enhance the employee’s skills and professional development in the preparation for promotion to higher-level specialist positions.

Supervision

General supervision is received from the District Financial Aid Systems Manager. Immediate supervision is exercised over lower-level professional, technical, and clerical financial aid staff at the District’s Central Financial Aid Unit.

Class Qualifications

Knowledge of:

Federal and state regulations, requirements, and procedural guidelines pertaining to governmentally-funded programs of student financial assistance

Eligibility requirements and application procedures for financial aid programs

Goals and objectives of the District and Division of Finance as they relate to financial aid operations

Characteristics and capabilities of state-of-the-art technology related to financial aid administration including PeopleSoft financial aid systems/modules

Capabilities of computer applications, systems, and hardware used in financial aid operations

Principles and methods of systems developing operational process specifications and documentation

Principles of work simplification and modification

Principles of training and coaching

Ability to:

Identify operational problems, assemble and review facts, draw sound conclusions, and recommend solutions to financial aid system problems

Articulate technical specifications for the development and improvement of business processes and related technology systems

Interpret and apply applicable rules, laws, and procedures to financial aid operations

Document operational processes, functions, and procedures involving PeopleSoft financial aid modules

Perform testing tasks related to PeopleSoft financial aid systems modules

Express concepts clearly and concisely both orally and in writing

Write clear and comprehensive reports, documentation, instructions, and training materials

Train others in specialized financial aid processes and the uses of related technology systems

Interpret and apply applicable federal and state regulations, requirements, and procedures to financial aid operations

Work effectively and independently on assigned projects

Plan and execute work to meet critical schedules and deadlines

Consistently use and promote professional standards and practices related to assignments

Actively contribute to a culture of constructive collaboration and innovation with colleagues

Maintain high levels of customer service and satisfaction

Work effectively and cooperatively with a diverse pool of administrators, functional and technical team members, and users

Learn the characteristics of new systems and update skills to adapt to changing technology

Entrance Qualifications

Education and Experience:

A. A master’s degree from recognized college or university with a major in accounting, finance, business process management, or a related field AND one year of recent, full-time, paid, professional-level experience in a financial aid position which included responsibility for business process review, design, or modification in an ERP environment such as PeopleSoft.

OR

B.A bachelor’s degree from a recognized college or university, preferable with a major in accounting, finance, economics, business administration, public administration, or a related field AND three years of recent, full-time, paid, professional-level experience in a financial aid position which included responsibility for business process review, design, or modification in an ERP environment such as PeopleSoft.

Special:

A valid Class "C" California driver's license is required.

Travel to locations throughout the District is required.

• 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.