Financial Aid Officer bei Napa Valley College, CA

About the Department

Napa Valley College is seeking a Financial Aid Officer in the Financial Aid department. The Financial Aid Office offers a variety of aid programs, including grants, loans, scholarships, and work study opportunities for students.

The incumbent in this position will be assisting the Director, Financial Aid in performing the operational duties of the Financial Aid Department in accordance with Federal, State, and College policies, guidelines, and laws; performing oversight to Financial Aid personnel; preparing state and federal reports; setting up the annual financial aid set up in the ERP system; providing financial aid information and processes to student, parents and other entities; and troubleshooting and resolving complex issues related to financial aid.

This job reports to the Director, Financial Aid.

This is a full-time, 12-months-per-year, classified position. The salary has an appropriate placement on range 21 of the current Classified Salary Schedule. The salary range is $5,102 to $5,905/month, with future steps up to $7,180/month. Placement is made based on experience. The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and public employee retirement system membership.

Position Duties

Essential Functions:

• Acts as liaison and resource (e.g. Chancellor's office, Department of Education, California Student Aid Commision, auditors, students, parents, other departments, Dean, etc.) for the purpose of providing communication and information for related financial aid processes.
• Assists with financial aid processes within the student information system (e.g. configures software, web grants, account for students, etc.) for the purpose of meeting financial aid requirements while complying with established guidelines.
• Attends a variety of training, conferences and webinars (e.g. federal regulation workshops, national and state conferences, etc.) for the purpose of communicating and/or receiving important information regarding or involving financial aid.  Overnight and weekend travel, both in-and out-of-state will be required to attend training and conferences.
• Coordinates financial aid program functions (e.g. annual Financial Aid database set up, Return of Title IV funds, disbursements, audit information, etc.) for the purpose of ensuring compliance with all regulatory and/or grant funded guidelines.
• Evaluates internal operating procedures for the purpose of providing services within established timelines and in compliance with all related requirements.
• Facilitates a variety of meetings and workshops on and off campus (e.g. financial aid nights at high schools, staff meetings, regulatory updates, etc.) for the purpose of communicating and/or receiving important information regarding financial aid.  Some evenings and weekends work will be required for workshops and in-reach and out-reach events.
• Maintains and develop a variety of manual and electronic files and/or records (e.g. Return of Title IV lists, disbursements, student eligibility for federal aid, etc.) for the purpose of providing up-to-date references and complying with regulatory requirements and established guidelines.
• Oversees assigned financial aid programs and/or departmental responsibilities for the purpose of achieving organizational objectives, and ensuring compliance with legal, and financial requirements.
• Performs personnel functions (e.g. interviewing, evaluating, training, supervising, etc.) for the purpose of maintaining adequate staffing, enhancing productivity of personnel and achieving objectives within budget.
• Prepares a wide variety of complex reports and written materials (e.g. State and Federal reports, budgets, funding requests, grant applications, etc.) for the purpose of meeting compliance requirements, providing audit references, and/or providing supporting materials for requested actions.
• Researches a variety of topics (e.g. new federal or state regulations, trends in student demographics, etc.) for the purpose of ensuring compliance with relevant regulations and securing necessary information for planning.
• Resolves problems in the financial aid process (e.g. staff questions, student disputes with Financial Aid, etc.) for the purpose of ensuring students receive full benefits of financial aid and in compliance with all federal, state requirements.
• Tracks a variety of processes (e.g. student disbursements, Pell overpayments, R2T4, timeout disbursements, student account files, etc.) for the purpose of ensuring the program meets the needs of the department and students, while remaining in compliance with college policies, and state and federal regulations.
• Processes student eligibility for financial aid (e.g. Federal Direct Loans, grants, work study, etc.) for the purpose of providing greater resources/opportunities for students to attend and ensuring compliance with all mandatory regulations and guidelines.

Other Functions:

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Minimum Qualifications

Minimum Qualifications

Skills, Knowledge and Abilities:

SKILLS are required to perform multiple, technical tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: analyzing budgets; applying job-related codes, regulations and laws; auditing financial reports; classifying data and/or information; dispensing funds; conducting financial transactions; conducting meetings; estimating required resources; operating standard office equipment and office technology; performing accounting procedures; performing standard bookkeeping procedures; planning and managing projects; preparing and maintaining accurate records; and using standard office software application and proprietary software applications.
 
KNOWLEDGE is required to perform algebra and/or geometry; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; cost/fund accounting; job-related codes/laws/rules/regulations/policies; knowledge of community resources; office equipment and technology; and recordkeeping and record retention practices.
 
ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with data of varied types and/or purposes; and utilize a variety of job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: working in a high stress environment; interact calmly with highly emotional faculty, staff and students/parents; accuracy and attention to detail; adapting to changing work priorities; analyzing issues and determining appropriate course of action; communicating with persons of diverse backgrounds; diffusing argumentative behavior; displaying tact and courtesy; maintaining confidentiality; meeting deadlines and schedules; multitasking; working extended hours and some overnight travel required; working with detailed information/data; working with frequent interruptions; and demonstrated sensitivity to an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.
 
Responsibility:
Responsibilities include: working under limited supervision following standardized practices and/or methods; directing other persons within a small work unit; monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to significantly impact the organization's services.
 
Work Environment:
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally, the job requires 85% sitting, 10% walking, and 5% standing.  This job is performed in a generally clean and healthy environment.
 
Experience:
Four (4) years of job-related experience within a specialized field.
 
Education:
Bachelor’s degree in job-related area.
 
Equivalency:
Community college and/or vocational school degree with study in job-related area and six (6) years of job-related experience.
 
Clearances:
Criminal Background Clearance
Tuberculosis Clearance

Title 8, USC, Section 1324-A requires verification of eligibility for employment in the United States.

Desirable Qualifications

• In-depth knowledge of Federal and State (preferably California) financial aid programs and guidelinesfor need analysis, awarding, and disbursing. 
• Experience in administration of the William D. Ford Direct Loan Program.
• In-depth knowledge of at least one computerized financial aid management system.  Experience with Ellucian’s Colleague system is highly desirable. 
• Experience and proficiency with Microsoft Office Suite/Office 365.

Other Qualifications