Financial Aid Assistant I

Posting Details (Default Section)

Position Title Financial Aid Assistant I
Special Instructions to Applicants
NOTE : New employees will be placed at the first step which is $52,392 per year, second step $55,056 per year or third step at $57,828 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $63,828 per year is reached on the salary schedule.

Our Vision for Social Justice
We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers. Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.

The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.

Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet we are steadfast in our diligence to forge ahead to advance this vital mission.

Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds, students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.

The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.

If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.

Recruitment Type: Open (Internal and External applicants)
Location Diablo Valley College
Posting Number 0002134
# of Openings 1
Range 49
Salary $52,392-$63,828
Position Status Permanent
Overtime Status Non-Exempt (eligible)
Position Full-Time
If temporary, employment duration: n/a
# of Hours Scheduled Per Week 40
Work Schedule By Day and Work Hours
Monday - Friday
8:00 am - 5:00 pm

Shift Differential % N/A
# of Months 12
Non-work Periods: N/A
EEO Job Category Clerical/Secretarial
Employee Group Classified
Department D1030-Financial Aid Office
Position Definition
To perform a variety of routine activities involving the dissemination of financial aid information to students; and to perform technical and clerical tasks in the maintenance and documentation of financial aid information.

Distinguishing Characteristics
Financial Aid Assistant I - Positions in this classification are focused on routine, process driven tasks and performs less complex clerical or program support assignments while learning financial aid policies and procedures. Positions at this level usually exercise less independent discretion and judgement than that of a Financial Aid Assistant II.

Financial Aid Assistant II - Positions in this classification are assigned to the day-to-day complex technical duties in addition to general clerical work related to the assignment. Employees in this position have experienced knowledge of financial aid programs and procedures to independently assist students, staff, and community members at the front counter, over the phone, and through written and electronic correspondence.

Financial Aid Specialist - Positions in this classification are responsible for performing more specialized and complex technical duties within the work unit. Employees in this position also provide training and direction to departmental staff on a regular basis.

Financial Aid Specialist, Lead - Positions in this classification will help train and coordinate financial aid personnel. Employees in this position serve as an assistant to the Financial Aid Manager and provides on-going technical and functional lead supervision to the office staff.

Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following:
Provides applications, information, and assistance to students regarding available financial aid programs, such as grants, loans, scholarships, and work study opportunities.
Reviews financial aid application forms for accuracy and completeness; secures additional information from students as necessary; processes applications using District, state, and federal database; prepares and maintains student files.
Determines student eligibility for financial aid based upon student needs and program guidelines, policies and procedures; creates aid packages; notifies students of awards or denial of awards.
Maintains state and federal financial aid consumer information, applications, and forms; maintains office supplies.
Attends workshops and trainings to remain current with relevant laws, rules and regulations.
Assists in the development and modification of forms and procedures to ensure compliance with changing District, state and federal regulations.
Assists in compiling, analyzing, and maintaining data for record maintenance and preparation of various reports.
Assists in processing Federal Work Study paperwork; complies statistical data; and processes changes in student allocations.
Processes correspondence received by department via mail, email, and fax.
Participates in outreach functions.
Performs related duties as assigned.

Minimum Qualification-Education/Experience
EXPERIENCE AND TRAINING
One (1) year of experience performing clerical duties, including basic recordkeeping and significant public contact in an office environment.

EDUCATION / LICENSE OR CERTIFICATE
Possession of a high school diploma/ GED or the equivalent.

CONDITION OF EMPLOYMENT
Must not have any unresolved financial issues with the U. S. Department of Education that would prohibit the ability to obtain National Student Loan Data System ( NSLDS ) access immediately

Minimum Qualification-Knowledge Of
Knowledge of:
Recordkeeping rules and procedures.
Basic mathematics.
Modern office procedures, practices and technology/equipment.
Modern software applications (Microsoft Office Suite, etc.)

Minimum Qualification-Skill To
N/A

Minimum Qualification-Ability To
Skill/Ability to:
Provide accurate information to students and other financial aid personnel.
Learn relevant laws, rules and regulations through ongoing training attendance.
Learn, understand and apply relevant District, state and federal regulations, procedures and policies related to available loans and grants for students.
Perform assigned tasks in a high-volume environment, often under time pressure.
Communicate effectively, both orally and in writing.
Handle sensitive or confidential materials and situations.
Learn complex financial aid applications and relevant software.
Make mathematical calculations quickly and accurately.
Identify pertinent financial information and learn to understand how various financial aid programs operate.
Perform a variety of clerical and recordkeeping tasks with accuracy using appropriate technology.
Establish and maintain effective work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Desirable Qualifications
1. Demonstrated work or community experience with culturally and socioeconomically diverse clientele, reflecting awareness and sensitivity to adults from a variety of backgrounds including ethnicity, race, nationality, gender, age, sexual orientation, and disability.
2. Detail oriented and ability to perform duties with a high degree of accuracy and minimal errors.
3. Strong interpersonal communication, presentation, and customer service skills.

Job Open Date: 02/26/2025
Job Close Date: 03/14/2025
Open Until Filled No
Foreign Degree and Credit Statement:
In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services ( NACES ) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

Employee Benefits:
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract (Article 20-Benefits):
https://www.4cd.edu/hr/localonecontract/2019-2022%20Local%201%20Contract.pdf

Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf

POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
All job offers of employment are conditional upon the applicant's satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations:
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to slever@4cd.edu. For administrative purposes, requests must be made at the time of application.

COVID-19 Information
N/A

Quicklink https://www.4cdcareers.net/postings/11153
Diversity Statement
It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Tell us how you meet the minimum qualification of: One (1) year of experience performing clerical duties, including basic recordkeeping and significant public contact in an office environment.
   (Open Ended Question)
2. Please illustrate your experience providing accurate information about programs and services in a current or past position. Please include experience interpreting and disseminating information related to policies, procedures, rules and regulations of specific programs or services offered to a customer base.
   (Open Ended Question)
3. Describe your customer service background and experience working with individuals from diverse racial, ethnic, gender, disabled and cultural populations.
   (Open Ended Question)
4. Please describe your experience performing detail-oriented tasks and how you ensure the accuracy of your work.
   (Open Ended Question)

1. Resume/CV

1. Unofficial Transcript (must show degree(s) conferred)
2. Unofficial Transcript 2
3. Unofficial Transcript 3
4. Unofficial Transcript 4
5. Foreign Degree Evaluation Form (NACES Approved Agency)