1487 Financial Aid Specialist

Recruitment #PEX-1487-100068



Location: City College of San Francisco, Strong Workforce Department, 50 Frida Kahlo Way, San Francisco, CA 94112
Contact: Guillermo Villanueva, Dean of Financial Aid & Student Success Programs, 415-239-3994, gvillanu@ccsf.edu
Position Type: Permanent-exempt. Exempt employees are considered "at-will" and serve at the discretion of the employer.
Work Schedule/Load: One or more full-time, 40 hours per week, full year positions.
Position Description:
Under general supervision of the Financial Aid Supervisor or designee, the primary responsibilities for 1487 Financial Aid Specialist includes assisting students and families with financial aid options and processing federal, state and institutional financial aid applications in accordance with federal, state and institutional regulations. The incumbent will perform multifaceted and specialized financial aid functions in the initial phase of assisting students with the financial aid process, verification, and eligibility determination. Perform specialized financial aid document verification, data entry, document scanning, and needs analysis work for the Financial Aid Office. Collects, assess, and verifies completion of documents necessary for students to complete their financial aid file. Duties include but are not limited to, conducting presentations on or off campus, resolving financial aid questions, helps students resolve discrepancies, process financial aid awards, reconcile reports and submit financial aid data to various federal and state agencies. Although, this position will be assigned to the Ocean Campus, it may be required to work at various off-site financial aid office locations. 
Job Duties:
1. Advises and assists student with financial aid applications and other issues and concerns as they arise.
2. Conducts presentations, workshops, to promote financial aid availability and encourage students to apply.
3. Advises and assists prospective, continuing, and returning students and parents on the availability of various financial aid programs, and with the application process.
4. Reviews and processes documentation required for "Verification" of a student's financial aid application in accordance with federal, state, and institutional regulations.
5. Verifies data on student financial aid applications using appropriate tax information and documentation provided by the student.
6. Submits necessary corrections to government agency for reprocessing.
7. Performs data entry, needs analysis, packages and awards financial aid to qualified applicants.
8. Advises students about their rights and responsibilities.
9. Performs processing and determines eligibility for federal, state, and institutional financial aid programs such as but not limited to: (Pell Grant, FSEOG, Cal Grants, Direct Loans, CCPG, Chafee Grant, SSCG, and Free City). 
10. Reviews reports to comply with federal, state, and institutional regulations and policies. 
Serves on committee that reviews appeals for reconsideration of financial aid.
12. Uses Banner System to award students. Makes ISIR corrections, monitors satisfactory academic progress, etc.
13. Determines eligibility and awards financial aid to qualified students based on current awarding guidelines and the availability of funds.
14. Reviews student files prior to awarding; follows up for clarification or additional information.
15. Reviews financial aid forms, 1040 federal tax returns and supporting documents and performs any mandatory revisions, and makes any packaging changes as individual students financial circumstances change. Monitors awards for accuracy.
16. Uses highly automated financial aid systems including Banner, SARS, Webgrants, COD, National Student Loan Database System (NSLDS), and CampusLogic.
17. Advises students on an individual basis regarding eligibility requirements, Satisfactory Academic Progress (SAP), and resolution of unique student problems.
18. Works at the front counter and Computer Lab assisting students complete the Free Application for Federal Student Aid (FAFSA), CA Dream Act application, phones, and as needed.
19. May work at other Centers to assist credit and non-credit students, and conduct workshops or information sessions.
20. Participates in regularly scheduled weekly meetings.
21. Works with the public; communicates effectively verbally and in writing.
22. Maintains confidentiality, accurate and complete student records.
23. Attends training workshops and conferences in order to stay current on financial aid regulations and processing.
24. Performs other related duties as assigned.

Distinguishing Features

This class is distinguished from other classes responsible for eligibility determination by the status of applicants, type of programs administered, and methods of determining eligibility.  An employee in this class deals exclusively with students attending City College or other programs administered by the College District.  They are required to be familiar with diverse and complex State and Federal. regulations and exercise independent judgment in their application.

Examples of Important and Essential Duties

1. Interviews students and determines their financial needs; processes individual applications for assistance.

2. Determines what type of award or financial assistance, if any, students are eligible to receive: sends award letters to recipients.

3. Coordinates arrangement for government or bank loans for students whose expenses cannot be met by other means of financial assistance; acts as intermediary in the disbursement of such loans.

 4. Evaluates the changing financial needs of students and their continued eligibility for financial

 5. Advises and counsels students regarding acceptable grade-point averages, required course loads and attendant  requirements that must be maintained to establish and continue eligibility for financial aid.

6. Compiles statistical data for submission by  the Financial Aid. Officer to sponsoring agencies; writer, and maintains report files on each student who receives financial assistance.

7. May coordinate a job development and placement program for the Student Placement Office.

Knowledge, Skills and Abilities

Requires a good knowledge of: Basic accounting and fiscal reporting procedures; principles and techniques of interviewing; State and Federal guidelines for the granting of aid to students.

Requires ability to:  Interpret and apply complex laws, regulations, policies and procedures regarding student financial aid; exercise independent judgment in granting awards; deal effectively with students, staff and representatives of governmental agencies; write reports.

Requires skill in making arithmetical computations used in needs analysis.

Experience and Training

Requires completion of two years of college with major course work in business.
Requires two years of responsible technical experience dealing with financial determinations in a college financial aids program, social service agency, lending institution, or similar agency or institution; or an equivalent combination of training, and experience.

Minimum Qualifications

Minimum Qualifications

1. Possession of a baccalaureate degree in Developmental Psychology, Counseling, Social and Behavioral Sciences or related field from an accredited college or university; AND

2. One (1) year of verifiable work experience in federal and state financial aid programs, advising, evaluating eligibility, and awarding students. Experience must have included preparing and maintaining a wide variety of documents and reports, public contact, checking and reviewing documents for completeness, and performing mathematical computations.

Substitution: Work experience in a financial aid program as described in #2 above may be substituted for the required education on a year-for-year basis.

Note: Ability to lift and carry up to 25 pounds of financial aid materials may be required.

Note: Work experience with the District as a College Work Study student or Lab Aide (3591 Classification) will not be considered or applied as qualifying experience.

How To Apply

Application Procedure
To be considered for this position, the following materials must be submitted by the filing deadline. Please refer to the City College website to access this application: http://jobs.ccsf.edu/postings/4262 
Applications filed without the required documents will be rejected. NOTE: THE EMPLOYMENT HISTORY PORTION OF APPLICATION MUST BE COMPLETED.
1. Completion of online application (start by clicking on "Apply for this Position" button at the bottom of this page http://jobs.ccsf.edu/postings/4262); AND
2. A letter expressing interest in the position specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement and identifying the department above; AND
3. A current resume summarizing educational background and related work experience; AND
4. Educational verification as stated below:
Verification of qualifying education must include copies of transcripts, diplomas, or certificates posting your degree(s) and major(s). If verification cannot be obtained, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained. Request for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact the City College of San Francisco Human Resources Department (Silvia Yuan, spyuan@ccsf.edu or 415-452-7731) for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filing will result in rejection of the application. 
Verification of Experience:
Verification may be requested at any time during this recruitment and selection process. If requested, verification of experience needed to qualify must be submitted on the employer's letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed and must be signed by the supervisor and/or appropriate company representative. 
Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement with the application explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis. Failure to submit the required verification or request for a waiver at the time of verification is requested may result in the rejection of the application. 
Applicants will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine applicants' qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.

Selection Procedures

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine applicants’ qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.


General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

In line with the Official Public Health Order to slow the spread of COVID-19, "shelter-in-place" has been issued for all San Francisco residents that is expected to be in effect until further notice. As a result, Department of Human Resources (DHR)'s office (located at 1 South Van Ness Avenue, 4th Floor, San Francisco, CA 94103) is currently closed to the general public. If you have any questions, please feel free to email the Human Resources Analyst listed on this announcement.

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work:
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

Issued: September 12, 2019
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-1487-100068
SFCCD/ SY / 415-452-7731


All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.


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