Financial Aid Technician-Substitute

Glendale Community College; Glendale (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

Glendale Community College is seeking a Financial Aid Clerk to support the processing and maintenance of financial aid records and to assist students with applications and required forms. You will interpret federal and state regulations and help applicants understand satisfactory academic progress guidelines.

The role requires attention to detail, strong data-entry skills, and the ability to communicate complex information clearly to students and staff while maintaining FERPA confidentiality.

Qualifications

• Clerical data entry and documentation with accuracy.
• Knowledge of FERPA regulations and confidentiality requirements.
• Strong customer service orientation and effective communication skills.
• Proficiency with standard office software (email, word processing, spreadsheets).
• Ability to explain financial aid procedures and eligibility requirements to students.

Responsibilities

• Process and maintain financial aid records and determine priorities to meet deadlines.
• Greet and assist students and staff with financial aid questions and form submission.
• Explain federal and state regulations and satisfactory academic progress guidelines to applicants.
• Review applications for accuracy and compliance; identify missing information and coordinate with students.
• Maintain confidentiality and organize student records in secure databases.
• Provide support to other staff and help update forms and department information.

Skills

Data entry

Customer service

FERPA compliance

Office software

Communication

Attention to detail

Time management

Education

High school diploma or equivalent

Two years experience determining applicant eligibility for financial assistance in an academic setting

Job description

Definition

Under direction, performs specialized technical and clerical support duties related to the processing and maintenance of financial aid records; provides information to students and others regarding financial aid application procedures; explains and applies federal and state financial aid laws, regulations, eligibility criteria, and satisfactory academic progress guidelines related to financial aid documents; assists students in completing/submitting required forms; gathers, enters, updates and maintains financial aid information in various database, and performs other related duties as assigned.

Supervision

Works under the direct supervision of the department manager.

Does not directly or indirectly supervise other employees but may provide work direction to lower-level employees, temporary employees, and/or student workers.

Work Schedule

Monday-Friday: 8:00am-5:00pm

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties and responsibilities are typical of those in this class.

• Performs specialized technical and clerical support duties related to the processing and maintenance of financial aid records; determines work plans and sets priorities to meet deadlines.
• Greets and assists employees, students and/or the public in person, on the phone, on the computer, or through other means of communication; provides information to students regarding financial aid application procedures; explains federal and state financial aid laws, regulations, eligibility criteria, and satisfactory academic progress guidelines.
• Assists students in completing/ submitting required paperwork in accordance with current regulations, requirements, and office policies; refers students to workshops and other sources of financial aid information; informs students of their financial aid application and award status.
• Reviews various applications and forms submitted by students for completion, accuracy, and compliance; notifies students of missing information or additional requirements; assists students in resolving application, award, disbursement, and repayment questions by interpreting and implementing applicable regulations and policies.
• Reviews financial aid files to determine initial eligibility, determine when additional documentation is required by federal or state regulation or district policies/procedures, identifies issues needing further analysis by other department staff; may process and determine eligibility for routine financial aid programs based on established criteria.
• Gathers, enters, updates, and maintains financial aid information in various database systems; organizes and maintains student files, file storage and historical records.
• Maintains confidentiality of records and complies with the Family Educational Rights and Privacy Act (FERPA) regulations and protecting the privacy of student records.
• Develops and maintains office forms inventory and equipment orders supplies; assists in revising forms and updating department website information; assists in creating financial aid informational materials.
• May provide work direction to lower-level employees, temporary employees, and/or student workers.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS

The education, training, and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience

• High school diploma or equivalent.
• Two (2) years of experience determining applicant eligibility for financial assistance programs in an academic setting.

Licenses/Certifications/Other Requirements

• None.

Knowledge of

• Clerical methods of data research, collection, organization, and reporting.
• Methods of prioritizing, planning, and organizing work.
• Laws, regulations, standards, and/or requirements applicable to areas of assignment.
• Standard office practices or procedures.
• Standard office software and modern office equipment.
• Standard formats for business correspondence and other communications.
• Methods of filing information using alpha, numeric, and alphanumeric systems.
• Correct use of the English language, including spelling, punctuation, and grammar.
• Principles and practices of customer service.
• Business arithmetic.

Ability to

• Gather, organize, input, and maintain complex information, including financial or program-specific data.
• Understand and explain laws, regulations, policies, and/or procedures applicable to the areas of assignment.
• Operate a variety of office equipment including computers and printers/copiers.
• Utilize standard office software (e.g., email, word processing, and spreadsheet software).
• Maintain confidentiality of sensitive and/or protected information.
• Prepare reports, correspondence and other documents using multiple business formats.
• Prioritize work and complete assignments accurately and within established deadlines.
• Provide and obtain detailed information to/from others.
• Provide customer service with a high level of sensitivity, tact and patience.
• Exercise reasonable judgment in performing job duties.
• Perform and prioritize multiple tasks.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

PHYSICAL AND MENTAL STANDARDS

• Mobility: frequent sitting or standing for long periods; occasional kneeling, crouching, pushing, pulling, walking; occasional reaching above and below desk level.
• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes; and feel individual objects.
• Lifting: frequent lifting of papers, files, equipment, and material weighing up to 10 pounds; occasional lifting up to 25 pounds.
• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.
• Hearing/Talking: frequent hearing and speaking in person and on the telephone.
• Emotional/Psychological Factors: frequent contact with others including extensive public contact; frequent deadlines and time-limited assignments.

ENVIRONMENTAL CONDITIONS

Work is primarily performed in a standard office environment.

This position is offered contingent upon funding. The district reserves the right to extend, withdraw, and/or reopen this position at any time.

Commitment to Diversity and Equal Employment Opportunity Employer

GCCD values diversity and recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides meaningful role models for all students.

Our hiring processes support equal opportunity, diversity, and provide equitable consideration for all candidates.

Accommodations

Consistent with the Americans with Disabilities Act and applicable state and local laws, GCC provides reasonable accommodation to all individuals throughout the recruitment process and during employment with the District.

Thank you for your interest in employment opportunities with Glendale Community College