Financial Aid Assistant II

Posting Details

Posting Details (Default Section)

Position Title Financial Aid Assistant II Special Instructions to Applicants

NOTE: New employees will be placed at the first step which is $57,828 per year, second step $60,756 per year or third step at $63,828 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 $70,440 per year is reached on the salary schedule.

Recruitment Type: Open (Internal and External applicants) Location Diablo Valley College Posting Number 0002373 # of Openings 1 Range 53 Salary YEARLY: $57,828, step 1 - $70,440, step 5 (see special instructions for initial step placement) 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

8:00am - 5:00pm

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 complex 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 databases; prepares and maintains student files.
• Provides direct loan entrance counseling to students.
• 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.
• Develops and modifies forms and procedures to ensure compliance with changing District, state and federal regulations.
• Compiles, analyzes and maintains data for record maintenance and preparation of various reports.
• Processes Federal Work Study (FWS) paperwork; compiles statistical data; processes changes in student allocations; reviews Federal Work Study payment register and processes "Non-College Work Study" earnings.
• Monitors Federal Work Study program allocation, facilitates Federal Work Study hiring, and reviews monthly timecards.
• Programs and maintains requirements for evaluations in degree audits; maintains certificates and transfer evaluations in college degree audit system.
• Maintains the department's website by updating published information as required.
• Assists in the reconciliation of financial aid programs and student files.
• Processes correspondence received by department via mail, email, and fax.
• Participates in on-campus and district-wide committees, particularly related to financial aid best practices
• Participates in outreach events to disseminate financial aid information.
• Performs related duties as assigned.

Minimum Qualification-Education/Experience

EXPERIENCE AND TRAINING

Two (2) years of experience performing financial aid or related duties in a community college or state university.

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 upon employment.

Minimum Qualification-Knowledge Of

Knowledge of:

General methods and procedures of recordkeeping.

Modern office procedures, practices and technology/equipment.

Modern software applications (Microsoft Office Suite, etc.).

Financial aid databases and websites used in the course of work, including FAFSA.gov, Central Processing System for Financial Aid Administrators Access, National Student Loan Database, Common Origination and Disbursement, and WebGrants.

Basic human relation skills, methods, and techniques to conduct interviews, convey technical information, resolve conflicts, and facilitate problem resolution.

Minimum Qualification-Skill To

N/A

Minimum Qualification-Ability To

Skill/Ability to:

Support complex financial aid applications through the use of technology and relevant software.

Provide accurate and complete information to supervisor, students and other financial aid personnel.

Understand, interpret and apply relevant District, state and federal regulations, procedures and policies related to available loans and grants for students.

Perform responsibilities with independence and a high level of judgment, often under time pressure.

Communicate effectively, both orally and in writing.

Handle sensitive or confidential materials and situations.

Refer students to other available programs and services.

Make mathematical calculations accurately.

Identify and interpret pertinent financial information.

Adapt to changing regulations.

Perform a variety of clerical and recordkeeping tasks with accuracy using appropriate technology.

Serve students, staff and colleagues in a helpful and professional manner.

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.

2. Detail-oriented and ability to perform duties with a high degree of accuracy and minimal errors.

3. Experience reviewing student financial aid files for accuracy and resolving conflicting financial aid information.

Job Open Date: 10/29/2026 Job Close Date: 11/16/2026 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 employees 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.

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/2022-2025%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/12484 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 (*).

• • Please describe how you meet the two years of experience working in a college financial aid office or related area.

(Open Ended Question)

• • Please illustrate your experience providing accurate information about programs and services in a current or past position. Please include experience disseminating information related to policies, procedures, rules and regulations.

(Open Ended Question)

• • Describe your customer service background and experience working with individuals from diverse backgrounds.

(Open Ended Question)

Required Documents

Required Documents

• Resume/CV

Optional Documents

• Cover Letter
• Unofficial Transcript (must show degree(s) conferred)
• Unofficial Transcript 2
• Unofficial Transcript 3
• Unofficial Transcript 4
• Foreign Degree Evaluation Form (NACES Approved Agency)