People Strategy, Equity, and Culture

Financial Aid Technician II

  • Title: Financial Aid Technician II
  • Class: Classified
  • Exempt Status: Non-Exempt
  • Grade: 17

Job Summary

Under the direction of Financial Aid management, the Financial Aid Technician II guides and advises students, prospective students and parents concerning financial aid programs, forms and regulations. The incumbent performs revisions to student financial aid awards due to changes in enrollment status, requests for changes in award, and other special revision projects. This position reviews and analyzes loan, work-study, or grant reports in order to determine type and level of action needed to resolve data discrepancies or other problems. The Financial Aid Technician II conducts individual and group loan debt counseling sessions, work study orientations, and general financial aid workshops for students. The incumbent performs technical financial aid processes on an independent basis subject to supervisory direction and review.

This job classification is distinguished from the Financial Aid Technician I in that the Financial Aid Technician II focuses on advanced work related to financial aid award revisions, debt counseling and the resolution of a variety of data discrepancies. The Financial Aid Technician I provides routine financial aid support services such as the initial intake and technical review of financial aid applications in an assigned caseload.

Typical Duties and Responsibilities

  1. Guides and advises students, prospective students and parents concerning financial aid programs, forms and regulations. Explains complex policies and procedures and answers questions over the phone and at the front counter.
  2. Assists applicants in completing the various forms required for financial aid eligibility. Researches and resolves problems with document tracking, application status, and check disbursement.
  3. Performs revisions to financial aid awards according to federal, state, and institutional requirements due to changes in enrollment status, requests for changes in award, and other special revision projects. Monitors individual student awards, resolves data conflicts, and/or over-awards.
  4. Reviews and analyzes loan, work-study, or grant reports in order to determine type and level or action required to resolve data discrepancies or other problems.
  5. Reviews documents submitted for financial aid applications, loan applications, and work-study forms for completeness and accuracy. Follows up with students when additional documentation or information is required.
  6. Prepares documents to verify financial aid eligibility of students for outside agencies. Submits various reports to federal agencies according to strict regulations and deadlines.
  7. Performs data entry to update systems to reflect tracking status of forms, updates loan or work-study authorizations, job information, and funds acceptance of award letters. Reviews and determines if further action is needed.
  8. Conducts individual and group loan debt counseling sessions, work study orientations, and general financial aid workshops for students at the college, district high schools and/or in the community.
  9. Responsible for transmitting application and correction data to and from the federal processor and electronic loan application and funds data to and from lenders or guarantee agencies.
  10. Creates and maintains complex and technical data bases and paper records which includes electronic transmission of information to outside agencies, data entry, interpretation of data and word processing.
  11. Manages highly confidential financial aid records and/or archives system. When appropriate, purges records in accordance with federal policy.
  12. Performs scanning and linking of all requested documents into the document imaging system.
  13. May be responsible for assisting with the federal work-study program or the Federal Direct Loan program.
  14. Participates in professional development activities and attends training workshops.
  15. Performs other related duties as assigned.

Work Environment

Work is performed in a normal office environment. Incumbent may be required to work extended hours on an intermittent basis. Some evening and Saturday work is necessary on a rotational basis. Job demands can be difficult due to heavy work flow, deadlines, continual interruptions, changing regulations and competing priorities.

Minimum Qualifications

High school diploma or equivalent. Two years of college level coursework in business, social science or related area. Experience performing the duties described above may substitute for the college level coursework on a year-for-year basis.

Two years of experience working in an environment which involves providing technical assistance and guidance to others and working with complex procedures and regulations. One year experience in an academic financial aid office or related student services area providing technical assistance and guidance to others and working with complex procedures and regulations.

Knowledge, Skills, and Abilities

Knowledge of:
  • Federal financial aid programs and supporting regulations;
  • Department of Education and Oregon Office of Student Access and Completion rules and regulations.
Skills in:
  • Researching regulatory information and resolving complex financial questions;
  • Computing mathematical formulas;
  • Organization;
  • Maintaining a high level of attention to detail;
  • Working with diverse academic, cultural and ethnic backgrounds of community college students and staff.
Ability to:
  • Consistently deliver service in a professional, efficient and friendly manner;
  • Interpret and explain regulatory information related to the financial aid process;
  • Maintain accurate records;
  • Operate a variety of office equipment;
  • Operate a computer and various supporting software packages;
  • Work independently;
  • Maintain confidentiality;
  • Effectively communicate complex information in oral and written form.

Rev: 04/04, 01/21, 2/2024

  • Reviewed:12/18