Financial Aid Specialist – Bilingual Preferred (Spanish), (Lateral and External) (One or More Positions)

Saddleback College

Mission Viejo, CA

ID: 7077744 (Ref.No. P0003197)
Posted: August 2, 2021
Application Deadline: Open Until Filled

Job Description

Summary Description:

Under direction from higher level supervisory or management staff, performs a variety of complex duties involved in providing financial aid assistance and recommending available alternatives for students; processes and verifies student financial aid applications; develops and awards student financial aid packages in accordance with prescribed policies, procedures, regulations and guidelines; and participates in the coordination of the Federal Work Study program and Institutional Scholarship and Emergency Loan programs.

Knowledge of:

Federal, state, and local laws, policies, procedures, rules and regulations pertaining to student financial aid.
Methods and techniques of advising students regarding financial aid options and programs.
Methods and techniques of public relations.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles of business letter writing and basic report preparation.
Principles and procedures of record keeping.
Effective oral and written communication skills.
English usage, spelling, grammar and punctuation.

Ability to:

Interpret and apply federal, state and local policies, procedures, laws and regulations.
Learn, interpret and apply District procedures and policies pertaining to financial aid.
Learn, understand and effectively operate electronic financial aid processing software systems accurately and expeditiously.
Analyze and verify a variety of financial data and evaluate student ability to pay for education.
Prepare and award well balanced financial aid packages based upon determined needs.
Respond to difficult inquiries and requests from students regarding financial aid options and programs.
Identify student needs and assist students in locating financial alternatives.
Independently prepare routine correspondence and memoranda.
Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records, and reports.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Compile and analyze data and prepare related reports.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


Equivalent to two years of college level course work in finance, accounting, business administration, public administration or a related field.


Three years of responsible clerical and routine technical experience in a college financial aid office.

Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:

Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Duties and Responsibilities

Assist and advise students applying for federal, state and institutional financial aid programs; research available options and sources; discuss various eligibility criteria and explain ineligibility as necessary; interpret and explain the District’s financial aid policies and procedures.

Assist and advise students on loan default and its consequences; ensure student compliance with pertinent rules and regulations; maintain knowledge of current financial aid procedures and regulations.

Provide students with proper applications, documents, forms and reading materials; order brochures, applications and forms as necessary.

Analyze and verify financial data and evaluate student and parent ability to pay for education; evaluate and verify financial aid applications to determine eligibility requirements including parent and student income and assets, household size, untaxed income, investments and business assets and debts.

Prepare and award well balanced financial aid packages based upon determined needs; disperse award notification; advise students on terms, conditions, requirements and limitations of awards.

Using the specialized software system, PowerFaids, prepare and revise document requests and award letters to students; monitor student awards carefully to avoid over-awards; monitor fund balances.

Prepare, collect and assure accuracy of information for check disbursement process; reconcile checks not disbursed to balance expenditures.

Notify students where and when to access the fund awarded; explain promissory notes, truth-in-lending disclosure statements, program requirements, consequences of default, satisfactory guidelines and other questions to students.

Transfer loan accounts to billing agency; review and reconcile billing agency reports for accuracy; assist in the collection of defaulted and delinquent loans.

Research information for various reports; verify student enrollment status, date of withdrawals, address changes, graduation data and related information.

Coordinate activities with other District offices and departments including Admissions and Records, Fiscal and Business Office; retrieve and review accounts receivable reports.

Assist veterans and eligible dependents with required documentation to file for educational benefits; review and make copies of all documentation including personalized academic plans; forward appropriate documentation to the Department of Veterans Affairs.

Coordinate the Federal Work Study program; prepare various forms, time sheets and memos; monitor and maintain log of student work hours; collect, verify and submit monthly timecards for student payroll.

Coordinate the Pell Grant program and other special financial aid programs; prepare appropriate reports and maintain accurate records of funds dispersed.

Coordinate scholarship program; collect and maintain scholarship applications; prepare appropriate spreadsheets and maintain accurate records of the disbursement of funds; assist in the coordination of scholarship ceremony; notify recipients.

Maintain detailed records of statistics related to assigned programs; monitor student compliance with program requirements.

Attend and participate in workshops to remain current and up-to-date on program requirements and changes to financial aid services and options for students.

Perform related duties as required.

At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.