Financial Aid Systems Specialist

California, United States
Salary Not Specified
Sep 02, 2020
Employment Type
Full Time


This is a Promotional and Open Competive Recruitment, which will result in two eligibility lists.
Santa Monica Community College is seeking a financial aid specialist who has extensive experience utilizing financial aid electronic exchange programs, particularly the Banner system. This position will serve as the primary executer of operations relating to the Banner system, assuming a lead role in retrieving, analyzing and reporting financial aid data from various federal and state agencies. In addition, this position will coordinate the Federal Pell Grant program at the college, which includes managing the front end processes involved in reconciliation, overpayment analysis, and federal reporting involving approximately $45 million of financial aid payments.

This position is scheduled to work 12 months per year, and 40 hours per week, Monday through Friday from 8:00 A.M. to 5:00 P.M.

Selection Process
The selection process will consist of a self-scored Training and Experience Evaluation (Pass/Fail). All candidates who meet the minimum qualifications and pass the Training and Experience Evaluation will advance to the Qualifications Appraisal Interview (weighted 100%). Candidates must be successful on the Qualifications Appraisal Interview with a score of 70.00 or better for their name to appear on the eligibility list.

The lists from this recruitment will also be utilized to fill any vacancies that may occur during the 1 year life of the Eligibility Lists, which may include full-time and/or part-time, permanent and/or temporary positions. Santa Monica College reserves the right to modify the stated examination components and weights prior to the administration of any examination.

We suggest that you review the following link titled, ' Tips for Completing a Training and Experience Evaluation ', prior to completing and submitting your application for this position:

For additional information regarding the recruitment process please the see 'Job Applicants' menu in the FAQ section.

Communication for this exam will be via email. You must check your email on a regular basis to be informed of your status for this exam.

**Important Note:** In response to an unanticipated budget shortfall resulting from COVID-19, temporary furloughs have been implemented at Santa Monica College. The working hours of this position will be reduced by one (1) working day per month through June 2021 (unless terminated earlier or extended through negotiated agreement). Please note that the monthly and annual salaries listed on this job bulletin do not reflect these furlough days.

'The Santa Monica Community College District is committed to the principles of equal employment opportunity. All qualified applicants for employment, as well as District employees, shall have full and equal access to employment opportunity. No person shall be subjected to unlawful discrimination in any program or activity of the District. The District's Board Policy 3120 (Equal Employment Opportunity and Nondiscrimination in Employment) may be accessed at: EEO Program .'

'Santa Monica College encourages candidates that are equity-minded to apply. SMC is a minority-serving, Hispanic-serving institution. We actively seek to attract candidates from minority groups that value equity, diversity, and inclusion. Equity, diversity, and inclusion are built into the culture at SMC, and are an essential component of the work that we do. SMC is committed to racial and socioeconomic diversity as it is a reflection of our student population and we strive to hire candidates that share this commitment.'

Examples of Duties

Coordinate systems and operations for the Federal Pell Grant program, including weekly reconciliation of Pell Grants and coordination with fiscal services on cancellations, overpayments, and repayments.

Sends Pell Grant origination and disbursement files to the Department of Education through the Common Origination and Disbursement (COD) system. Imports Pell disbursement records from COD into Banner.

Performs overpayment analysis for Pell Grant recipients.

Informs Pell Grant recipients of overpayment status, and reports students remaining in overpayment status to the Department of Education.

Creates and runs population selections in Banner for data analysis and reporting.

Performs 'Return of the Title IV Calculations', and makes subsequent adjustments in Banner to return federal aid as needed. Calculates the District's obligations to the Federal government, and the students' obligations to the District.

Downloads student financial aid records into the Banner system.

Assigns budgets and budget groupings using the Banner system, and tracks groups to federal aid applicants.

Sends tracking letters to federal aid applicants electronically.

Performs ad hoc queries and generates reports in Banner related to trend analysis and other summative data.

Develops queries and processes to identify operational needs and improve processes. Recommends changes for increased efficiency and effectiveness in office operations, and to ensure State and Federal data reporting requirements are met.

Utilizes and monitors electronic exchange programs used for retrieving and sending data between various agencies related to student financial aid services.

Oversees local implementation of ongoing upgrades to the financial aid systems, and performs related troubleshooting and testing of new functions.

Assists with writing and updating Santa Monica College's Financial Aid Policy and Procedure Manual.

Stays abreast of updated or new Financial Aid laws, rules, regulations, and policies. Ensures current systems can accurately support changes, and financial aid staff is updated on current and upcoming changes which impact operations.

Performs other related duties as requested or assigned.

Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

Minimum Qualifications

Education Requirement:
Associate's degree or equivalent from an accredited university or college in information technology, computer science, or a closely related field. A bachelor's degree in a related field is preferred.

Experience Requirement:
Five (5) years of experience performing progressively specialized and complex Financial Aid service duties requiring knowledge of Federal and State regulations, including at least one year of experience utilizing financial aid electronic exchange programs to retrieve and analyze financial aid data.

Education/Experience Equivalency:
Additional experience of the same kind, level, or amount as required in the minimum qualifications may be substituted for education requirements on a year-for-year basis.

Licensure and/or Certification:

Supplemental Information

MERIT SYSTEM Santa Monica College is a Merit System employer committed to the following principles: 1) Hiring and promoting employees on the basis of ability through competitive selection; 2) Fair compensation on the basis of like pay for like work; 3) Retaining employees on the basis of performance; 4) Training for high quality performance; 5) Assuring fair treatment of employees without illegal discrimination; 6) Protecting employees against political coercion; and 7) Providing for due process in the event of disciplinary action

APPLICATION PROCEDURE Official SMC application forms and related materials must be fully and correctly completed for each examination. A separate application must be submitted for each position. Resumes may be submitted for any position, but will not be accepted in lieu of a District application. The Personnel Commission may obtain confidential employment references from current and previous employers after you complete an 'Authorization to Release Information' form at the Final Selection Interview. Within approximately two weeks after the closing date, applicants will be notified regarding the status of their application. Applicants requiring special application, testing, or interview arrangements due to a disability, should notify the Personnel Commission office at the time of application submission. The District does not return materials submitted.

SELECTION PROCEDURE Examinations may consist of a written or performance test, an evaluation of training and experience, an oral examination or interview, or other tests determined by the Personnel Commission office. Additional credit is added in entry-level examinations to the composite passing score of qualified veterans for war service (5 points) and disabled veterans (10 points) upon presentation of proof of veteran status at the time of application. Requests for reconsideration of questions contained in written examinations must be made in writing on the day the test is administered. Applicants selected for an oral interview will be notified in writing of the time and place of the interview. Interviews are conducted by a Qualification Appraisal Interview Panel. Travel costs related to the examination/ interview will be borne by the applicant. Final test results are mailed within approximately 15 days after the examination/interview. Requests to review scores must be made during the five day review period following notification results.

ELIGIBILITY LIST Candidates who attain a passing score on each part of the examination will be placed in rank order on the Eligibility List. The Eligibility List is available for review by exam candidates for a five-day review period following notification. Unless otherwise indicated, Eligibility Lists are established for a period of one year. Eligibile's names will generally remain on the List until they are hired, decline three interview opportunities, or make themselves unavailable. Unless otherwise stated on the Job Bulletin, when a Promotional and Open-Competitive List is established, the Promotional List will be used first. Final selection will be made from the appropriate Re-employment or Transfer List, if any, and from the top three ranks of Eligibles that are 'ready and willing' to accept the vacant position. It is the candidate's responsibility to notify the Personnel Commission office of any address and/or phone number changes. Eligibles will be certified only for the locations and shifts they indicated on the availability statement completed at the interview. An Eligible may change their availability by notifying the Personnel Commission office.

ADDITIONAL REQUIREMENTS All offers of employment are conditional, based upon the successful completion of: 1) Fingerprinting/Conviction Clearance: State law requires that all employees be fingerprinted to check for, or verify, conviction records. Costs for fingerprinting will be borne by the applicant. All candidates with a conviction record for any offense, other than minor traffic violations, must file a Conviction Record Statement with their application. Conviction records will be fully investigated. A record of conviction will not automatically disqualify an applicant, but failure to list all convictions may result in disqualification or dismissal; 2) TB Test: All persons selected must successfully pass a tuberculin skin test or chest x-ray; 3) Eligibility to Work: Upon hire, each new employee must complete an I-9 Form and present supporting documents establishing proof of identity and employment eligibility as outlined in the Immigration Reform and Control Act.

PROBATION PERIOD Permanent Classified Employees, other than management, law enforcement and confidential personnel, become permanent upon successful completion of six months (130 days) of work.

SALARY AND BENEFITS Beginning Salary: Generally, new employees start at step A on the salary schedule. If there is a limited candidate pool, a new permanent Classified Employee may request a higher salary placement based on his/her training and experience that greatly exceeds the minimum qualifications. The maximum initial placement is on Step 3 of the salary schedule. Advanced salary placement must be requested at the time of offer and is subject to verification of qualifying training and experience. Vacation and Sick Leave: Regular non-management employees receive vacation and sick leave at the rate of one day per month each. Vacation is increased after 4, 8 and 12 years of employment to a maximum of 22 days per year. Longevity increments of 5% are granted at the completion of 5, 10, 15, 20, 25 and 30 years of service. Holidays: Employees receive 17 paid holidays per year. Benefits: Permanent full-time employees receive fully-paid medical, dental, and vision-care coverage. Benefits for permanent part-time employees are prorated according to the number of hours worked per week.

CSEA UNION MEMBERSHIP New permanent Classified Employees have the option to join the California School Employees Association (CSEA), Chapter 36.

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