Financial Aid Specialist

Napa Valley College

Job Description




Napa Valley College is seeking a Financial Aid Specialist to join the Financial Aid/EOPS Office. The financial Aid/EOPS Office offers a variety of aid programs, including grants, loans, scholarships, and work study opportunities for students who are having a difficult time meeting the cost of attending Napa Valley College. The incumbent in this position will be responsible for performing technical and specialized duties in the operations of the Financial Aid Department; ensuring compliance with Federal, State and College policies, guidelines, rules and regulations; and performing specialized, technical and confidential duties to assist students/parents who seek financial assistance.

The position reports to the Director of Financial Aid.

This is a full-time, 12-months-per-year, classified position. The salary has an appropriate placement on range 16 of the current Classified Salary Schedule. The starting salary range is $4,563 to $5,282/month, with future steps up to $6,421/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. This assignment includes 20 paid holidays.



Essential Functions:

  • Acts as liaison (e.g. Business Office, Admissions and Records, Counseling Department, etc.) for the purpose of communicating financial aid information and resolving discrepancies.
  • Attends a variety of trainings, conferences, and webinars (e.g. federal regulation conferences, national and state conferences, etc.) for the purpose of communicating and/or receiving important information and updates regarding or involving financial aid.

  • Communicates with internal and external parties (e.g. staff, students, parents, etc.) for the purpose of providing information or guidance and assisting with the financial aid process.

  • Conducts confidential interviews with students, parents, potential students regarding the financial aid process (e.g. eligibility, disbursement options, Satisfactory Academic Progress standards, federal financial aid funds, verification, etc.) for the purpose of advising, counseling and assisting students/parents with completing federal and state financial aid applications and verification documents.

  • Determines student eligibility for financial aid (e.g. state, grants, federal student loans, work study program, etc.) for the purpose of assisting students in meeting their cost of attendance to succeed in their education while ensuring compliance with federal, state and college regulations and guidelines.

  • Facilitates and participates in a variety of outreach and in reach activities (e.g. financial aid workshops, cash for college events, high school workshops, etc.) for the purpose of communicating information; and educating parents, students and the community regarding financial aid.

  • Maintains financial aid records (e.g. student disbursements, student information, etc.) for the purpose of ensuring the accuracy of student financial records in accordance with mandatory regulations and guidelines.

  • Monitors student records for a variety of issues (e.g. overpayment, exceeding eligibility limits, status changes, SAP, etc.) for the purpose of ensuring the accuracy of reported information, availability of funds, and compliance with established financial guidelines and program policies, practices and regulatory requirements.

  • Operates financial aid software applications (e.g. updates, data input troubleshooting, state and federal online systems, etc.) for the purpose of ensuring efficient operations in compliance with related regulations.

  • Participates in developing and monitoring software standards for the purpose of minimizing costs and ensuring data compatibility in compliance with financial aid regulations.

  • Prepares a variety of reports and correspondence (e.g. letters to students and/or families, reports regarding compliance issues, etc.) for the purpose of providing reference, conveying information, and complying with established financial, legal and/or administrative requirements.

  • Processes and oversees federal/state financial aid program processes (e.g. grant, loan, work study, etc.) for the purpose of ensuring that disbursements are made in accordance with regulatory guidelines.

  • 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 general information for planning.

  • Resolves financial aid process discrepancies and conflicting information for the purpose of ensuring students receive accurate information and financial aid benefits.

  • Supervises student workers within the department for the purpose of ensuring their department and individual performance objectives are met.

  • Trains department employees and work study students for the purpose of ensuring the department remains in compliance with all mandatory policies and regulations.

Other Functions

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





Minimum Qualifications

Skills, Knowledge and Abilities:

SKILLS are required to perform single, 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: higher level problem solving, analytical thinking, and mathematical calculations; 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 and bookkeeping procedures; planning and managing projects; preparing and maintaining accurate records; effective verbal and written communication; and analytical and critical thinking.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; 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 activities, meetings, and/or events; 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 diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data 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: accuracy and attention to detail; adapting to changing work priorities; analyzing issues and determining appropriate course of action; communicating with persons of diverse backgrounds; maintaining confidentiality; meeting deadlines and schedules; working extended hours (evenings and weekends) and some overnight travel in and out of state 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.


Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; operating within a defined budget. Utilization of resources from other work units is often required to perform the job's functions. There is some opportunity to 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.


Three (3) years of job-related experience with increasing levels of responsibility.


Community college and/or vocational school degree with study in job-related area from an accredited institution.


High school diploma, or equivalent, with five (5) years of job-related experience.


  • Criminal Background Clearance

  • Tuberculosis Clearance

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

Desirable Qualifications

  • Experience working in a financial aid office processing Federal and State financial assistance

  • Experience with Ellucian Colleague ERP system




A. Applicants must complete the online application through All elements of the application, including the education and work experience sections and supplemental questions must be submitted in order for the application to be considered complete. Napa Valley College evaluates candidates based on the information provided in the online application only. Do not attach resumes and cover letters.

Internal applicants 
are still required to submit a complete online application for this position. This includes the submission of transcripts.

B. Applicants must attach the following to complete the application process:
  • Legible copies of transcripts verifying college work, degrees, and conferral dates (official transcripts required on offer of employment).
  • Transcripts without the degrees and conferral dates will be deemed incomplete.
  • Foreign Transcripts: Napa Valley College requires that individuals who have completed college or university course work at an institution in a country other than the United States must obtain a complete evaluation of foreign transcripts, degrees and other relevant documents. A foreign transcript evaluation is required any time foreign course work is used to meet minimum qualifications and/or salary placement, even if the foreign transcript has previously been accepted by a different college or university in the United States. Foreign transcripts must be evaluated by one of the organizations approved by the State of California, Commission on Teacher Credentialing. Please click here (Download PDF reader) for a list of approved organizations.

It is important that your application reflect all of your relevant education and experience. Please note that applications will be rejected if no work experience is listed, or if other required application fields are missing or incomplete. Transcripts are the only attachments allowed so we may verify that the minimum education qualification has been met.

All required application materials must be submitted no later than 11:59 p.m. Pacific Time on the filing deadline. Please do not submit material not requested. Application materials submitted become the property of Napa Valley College and the Office of Human Resources, Training & Development cannot copy, return, or transfer material to other positions. Any expenses incurred in connection with the initial interview will be the responsibility of the candidate. The college will reimburse certain travel expenses associated with second interviews (if applicable), depending on distance of travel.

The District will not accept materials by e-mail, fax, or mail for this position.

If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Office of Human Resources, Training & Development.

Napa Valley College, an Equal Employment Opportunity Employer, maintains a drug-free workplace and requires that employees abide by that policy.

For more information, contact the Office of Human Resources, Training & Development:

2277 Napa-Vallejo Highway
Napa, CA 94558
(707) 256-7100

For technical support, contact NEOGOV at (855) 524-5627.

*Please mention you saw this ad on AcademicJobs.*

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