Allan Hancock College Classified/FiscalHuman Resources Range 21

FINANCIAL AID ACCOUNTING TECHNICIAN

DEFINITIONUnder supervision of the Director, Financial Aid, will perform a variety of complex clerical and technical accounting duties associated with student financial aid programs, including the processing, reviewing, and reconciling of financial aid disbursements; assisting students in need of financial aid; values and promotes the mission and vision of the college.

CLASS CHARACTERISTICSUnder minimal supervision, this position, is in charge of a variety of highly responsible, difficult, and complex accounting duties, each requiring knowledge of federal and state financial aid regulations, as well as federal and state and public educational institution accounting procedures. The incumbent works with a high degree of accuracy in the disbursement of funds for various student financial aid programs and when providing financial aid data to federal and state agencies, as well as for the preparation of federal, state, and institutional reports and audits.

ESSENTIAL FUNCTIONS1. Processes weekly financial aid disbursements; reviews student eligibility and amounts for

accuracy; researches and reconciles variances; makes appropriate adjusting entries to resolve balance discrepancies; submits federal aid originations to the Department of Education;

2. Transmits electronic file information between the district, U.S. Department of Education and state agency computer systems for the purpose of obtaining and reporting student and program information in support of the financial aid department.

3. Identifies student enrollment changes that result in an overpayment; 4. Ensures the release of appropriate scholarship funds through encumbrances and accounts payable

process and maintains accurate records and files.5. Generates a reports to identify over-award situations and withdrawals, non-passing grades,

overpayments, and attendance. 6. Produces bills for students in an overpayment situation; negotiates repayment arrangements;

monitors students for repayment; resolves financial aid payment issues and provides explanations to students; and notifies the Financial Aid Specialist of loan recipients requiring loan exit counseling;

7. Identifies students for reporting to NSLDS Transfer Monitoring list to monitor student’s financial aid history; review NSLDS alert files for multiple schools reporting to prevent overpayment;

8. Performs the clock hour calculations to determine the appropriate federal financial aid the student is eligible to receive; identifies students enrolled in clock hour programs and adjusts their aid accordingly;

9. Creates and maintains accurate, timely, and complete recordkeeping processes, ensuring federal and state grant and loan reporting requirements and restrictions are observed;

10. Monitors grant and loan budgets, deposits, and expenses for compliance; reconciles and tracks accounts for all financial aid programs; monitors the disbursement, reconciliation and collection of funds in accordance with federal, state, and district guidelines; reports grant and loan expenditures to the appropriate federal or state agencies;

11. Identifies students, classes, and programs that are exceptions to funding rules to avoid potential overpayments;

12. Establishes disbursement schedule, freeze dates, other critical financial dates for the school year. 13. Establishes and maintains records of federal work-study programs and coordinates with Program

Specialist in Career/Job Placement Center to allocate Federal Work Study funds; balances FWS timesheets monthly;

14. Prepares various financial reports and summary information; participates in audits as necessary. 15. Performs year end close out reconciliation and reporting responsibilities related to financial aid

programs. 16. Interprets federal, state, and college rules, requirements and guidelines to aid students in

completion of financial aid applications and forms.17. Performs other related work as required.

MINIMUM QUALIFICATIONS Knowledge of:

Methods and practices of financial record keeping; Office equipment, procedures and practices; Bank deposit procedures; Rules, regulations, and procedures for federal, state, and local financial aid programs; General office procedures, practices, and methods; Basic methods and practices of full charge bookkeeping, record keeping and reporting; Word processing and data entry skills are essential; Correct English usage, spelling, grammar, and punctuation; formatting.

Demonstrated Ability to : Perform financial and statistical clerical work; Make arithmetical computations quickly and accurately; Operate a word processor and computer with speed and accuracy; Understand and carry out oral and written directions; Work independently, with the ability to prioritize; Post and maintain ledgers and journals; Prepare clear and accurate financial statements and reports and analyze accounting data; Use complex, integrated financial aid delivery system to input and retrieve data with speed and

accuracy.

Education and Experience:An associate of science degree or certificate in accounting and three years of increasingly responsible financial record-keeping experience or any equivalent combination of training and experience.

Working Conditions: Duties are primarily performed in an office environment, at a desk or at a computer. The incumbent will experience interruptions while performing normal duties during the regular

workday. The incumbent will have contact, in person, by email, or on the telephone, with executive,

management, supervisory, academic and classified staff and the general public.

Physical Demands: Typically may sit for extended periods of time. Operates a computer and software programs. Communicates over the telephone, via email, and in person. Regularly lifts, carries and/or moves objects weighing up to 10 pounds.

Special Qualification:A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

R 04/20164/02