Financial Aid Specialist

San Joaquin Delta Community College District
California, United States
Salary Not specified
Oct 22, 2020
Employment Level
Employment Type
Full Time

Financial Aid Specialist

San Joaquin Delta Community College District

Job Number:

To advise, evaluate and award Federal, State, and institutional financial aid to eligible students; to provide information to faculty, staff, parents and students regarding financial aid policies, procedures and programs; to fulfill Federal and State financial aid processing and reporting requirements; and to perform a variety of technical tasks relative to assigned area of responsibility. Review, evaluate, maintain, reconcile and adjust financial aid awards.


This is the full journey level class within the Financial Aid Specialist series. Employees within this class perform the full range of duties as assigned. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Senior Financial Aid Specialist in that the latter exercises functional and technical oversight over lower level financial aid staff.

Receives general supervision from an assigned Financial Aid administrator.

Responsibilities and duties may include, but are not limited to the following:
  1. Advise and counsel students on all aspects of financial aid including, but not limited to, satisfactory progress, Veteran's benefits, ineligibility, appeals, rules and regulations; assist applicants in completing related forms; answer questions.
  2. Determine student eligibility for financial aid; compile and analyze student financial aid data in preparation for awarding; research prior awards; review federal tax forms and verify income; make any necessary adjustments to ensure compliance with District, State, and Federal regulations; notify students of awards; enter information into computer system; create and maintain records.
  3. Participate in the administration of various student loans; review student loan requests to determine eligibility; certify loans and notify students of eligibility; enter student information into the computer system and originate loan amounts; create and maintain loan records. Review loan promissory notes for accuracy and completeness to comply with Direct Lending standards; print promissory notes and verify against acknowledgments; verify notes for signatures; compile and send notes to the loan processing center.
  4. Calculate overpayments, research, compile necessary information and reports; determine amount owed by students; assist to implement collection procedures; explain overpayment causes and ramifications to students and provide referrals for assistance.
  5. Reconcile District records and reports received from the Department of Education for financial aid.
  6. Utilize a variety of automated financial aid computer applications to update or modify student financial aid reports and status.
  7. Develop and maintain a variety of electronic databases to track automated records of defaulted and delinquent student loans; communicate with delinquent borrowers regarding options; send borrowers' information to nation-wide guarantee and collection agencies.
  8. Electronically process student status confirmation reports; collect current enrollment information and borrower's completion date to update the accuracy of reports; import and export a variety of data with direct lending and all third party agencies for loan reporting.
  9. Provide assistance to students regarding the Higher One banking system; communicate with Higher One as an administrator regarding verification of funds, ordering cards, authorizations and status of funds.
  10. Award Chafee grants to foster youth students after verifying, evaluating, and submitting electronic data (Needs Analysis) to California Student Aid Commission. Counsel one-on-one with Chafee grant recipients and explain requirements for continued Chafee grant eligibility. Resubmit electronic data for ineligible foster students and return checks by mail. Keep accurate data on file.
  11. Verify and approve AmeriCorps vouchers.
  12. Review updated or new technical instructions or references for electronic correction of financial aid applications; create and disseminate information.
  13. Coordinate the Federal work-study program; develop contracts between the College departments and students; develop and maintain accurate job descriptions; conduct orientations for Federal work-study supervisors. Advise or refer students to job sites under the work-study program; monitor student earnings using appropriate computer systems; resolve discrepancies with missing payroll paperwork; manage and reconcile Federal work-study funds; create and maintain reports.
  14. Prepare a variety of consumer information, applications and other materials to conduct workshops for financial aid programs such as Federal work-study, loan programs, and default prevention.
  15. Inform students of direct loan and institutional policies related to program requirements, deadlines during school, and loan obligations after graduation.
  16. Organize and maintain official student files in accordance with Veteran's Administration rules and regulations; submit enrollment certifications, prepare necessary reports and other paper work required by the Veteran's Administration.
  17. Research, understand and monitor complex Federal and State regulations regarding budgets; perform budget maintenance.
  18. Prepare a variety of internal forms and documentation.
  19. Participate in maintaining the department's website; update as needed.
  20. Perform related duties and responsibilities as required.
Knowledge of:
  • Basic operations, services and activities of a college financial aid office.
  • Methods and techniques of interviewing and gathering information related to financial aid eligibility.
  • Methods and techniques of financial aid disbursement and loan administration.
  • Various financial aid programs, policies, grants and systems.
  • Principles and procedures of financial record keeping and reporting computer software applications related to financial aid.
  • Basic mathematical principles.
  • Principles of business letter writing and basic report preparation.
  • Standard office procedures and equipment; computer proficiency and technical aptitude utilizing MS Office applications and internet.
  • Pertinent Federal, State and local laws, codes, and regulations.
Ability to:
  • Advise, evaluate and award financial aid.
  • Interview and gather information related to financial aid eligibility from students.
  • Interpret and explain complex financial aid policies and procedures.
  • Interact with students of diverse backgrounds under stressful situations.
  • Analyze and interpret financial aid related data.
  • Exercise professional judgment.
  • Maintain computer database and perform data entry.
  • Maintain accurate records and files.
  • Prepare a variety of clear and concise reports.
  • Respond to requests and inquiries from the public.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships.
  • Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, linguistic, ethnic backgrounds and disabilities of community college students and staff.
  • Sit for prolonged periods of time; extensive use of computer keyboard.

Education and Experience Requirements


Equivalent to the completion of the twelfth grade supplemented by college level course work in finance, business administration or a related field, Associate's degree preferred.


Three (3) years of increasingly responsible experience in the administration of financial aid or related educational programs required.
Additional Information
  • Minimum Salary: US Dollar (USD) 4,544
  • Maximum Salary : US Dollar (USD) 5,585
  • External Closing Date: Nov 19, 2020
  • External Opening Date: Oct 21, 2020

Location: Stockton, California, United States
To be considered for this position please visit our web site and apply on line at the following link:

The San Joaquin Delta Community College District provides access to its education programs and activities and makes all employment decisions without regard to national origin, religion, age, sex, gender, gender identity, gender expression, race or ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or any other legally protected category. The District’s prohibition against sex and gender discrimination includes sexual harassment and sexual violence.