Financial Aid Systems Technician

  • Job posted by Mt. San Antonio College

Job Type

Part Time




United States



Financial Aid Systems Technician

Mt. San Antonio College

Job Category: Classified

Employee Group:

Time (Percent Time): 100%

Term (months/year): 12 months/year

Current Work Schedule (days, hours): Monday-Thursday, 8:00 a.m. - 5:00 p.m., Friday, 8:00 a.m. - 4:30 p.m.

Salary Range: A-107

Salary: Steps 1 - 6, $5,494 - $7,011 per month

Shift Differential:

Health & Welfare: College contributes $10,946 toward annual premium for medical, dental, vision and life insurance coverage. Lifetime retirement benefits provided for eligible retirees. The District participates in the Public Employees Retirement System (PERS), State Teachers Retirement System (STRS) retirement programs, and MetLife Social Security Alternative Plan. *Note Salary and Health & Welfare Benefits are subject to change

Department: Financial Aid, Scholarships, and Veterans

Open Date: 09/18/2018

Closing Date:

Open Until Filled: No

Basic Function/Overview:
Under general supervision, performs a variety of systems support functions to assist in the maintenance of the Financial Aid Department's technology and application systems; assists in the design and maintenance of business processes to meet end user requirements and federal, state, District, local, and department regulatory mandates, rules, regulations, policies, and procedures; provides assistance with systems set up and maintains production schedule and testing plans. Serves as first level help desk support for financial aid systems; assists in coordinating work and services with central Information Technology Department and other staff.

Receives general supervision from the Director, Financial Aid. Exercises no direct supervision of staff. May provide technical and functional direction to student workers.

This is a professional-level classification that provides assistance to a variety of business process analysis, system application, and reporting activities. Incumbents exercise a high level of discretion and independent judgment in performing the full range of routine and complex assignments. Successful performance of the work requires knowledge of database applications and basic knowledge of the District's information systems infrastructure. This class is distinguished from the Financial Aid Systems Analyst classification in that the latter performs a more complex range of duties and exercises independent judgment within their scope of duties. In addition, this class is distinguished from other systems technician classifications by the level of specialized knowledge of and emphasis on financial aid software and database applications.

Essential Duties/Major Responsibilities:

1. Serves as first level help desk support in coordination with the Information Technology Department for financial aid users; assists with first level of trouble shooting and maintenance of financial aid systems issues and projects.
2. Researches and responds to troubleshooting requests from administrators and office staff regarding specialized financial aid processes.
3. Maintains financial aid systems processing schedules and calendars.
4. Maintains and coordinates testing plans for bundles, releases and upgrades for financial aid software and database applications. Tracks and reports system issues to monitor progress; and creates and maintains log of reported issues.
5. Serves as first level in troubleshooting of systems issues, including review of new/change in financial aid rules against systems updates; provides recommendations to ensure compliance with regulatory needs and changes.
6. Utilizes and monitors electronic exchange programs used for retrieving and sending data between various agencies related to financial aid administration.
7. Monitors, tracks and coordinate all exception reports from various financial aid software and database applications to ensure financial aid efficiency and compliance.
8. Provides support in maintaining set up requirements for the financial aid software and database applications.
9. Serves as backup to run financial aid systems processes.
10. Works in conjunction with Financial Aid Systems Analysts in the design business processes for the maintenance, access, and retrieval of financial aid data; prepares detailed flow charts and diagrams outlining system capabilities and processes; defines data rules and relationships and develops methods for quality control of the database system; reviews and evaluates database access and reporting software applications to streamline and enhance the financial aid enterprise system; creates documentation of processes.
11. Works in conjunction with Financial Aid Systems Analysts in the design methods and applications to import/export data for analysis; uses various reporting tools and database applications to retrieve information from databases for financial aid staff and other staff as needed; determines required data and presentation formats.
12. Works in conjunction with other analysts to provide assistance to others in the creation and delivery of training materials in support of financial aid software and database applications.
13. Monitors and assists in the maintenance of data integrity of financial aid tables, fields, reports, and related systems; works with the Information Technology Department to execute scripts to correct data issues.
14. Works in conjunction with other analysts to provide first level technical assistance for financial aid staff on system procedures, system integration, data integrity, and reporting.
15. Provides quality control assistance and guidance to staff with various processes to maintain efficiency with financial aid processing.
16. Works in conjunction with other analysts to facilitate the resolution of implementing and scheduling new and/or modified business processes and the development of new modified database processes and reporting requirements.
17. Collaborates with Information Technology Department to monitor and test any new program releases and upgrades to ensure the upkeep of financial aid system efficiency.
18. Communicates with personnel and various outside agencies as needed to exchange information and resolve issues or concerns.
19. Participates with end users and the Information Technology Department in testing and implementing new computer programs as appropriate, including developing and maintaining related documentation.
20. Learns and applies emerging technologies as necessary to perform duties in an efficient, organized, and timely manner.

Other Duties:

Performs other related duties as assigned.

Knowledge Of:

1. Data systems concepts and structures, reporting relationships, data analysis methods, design, practices, and procedures.
2. Principles and practices of programming and application generation tools.
3. Software packages including word processing, spreadsheet, data and database management, reporting tools, and desktop publishing applications and programs.
4. Basic data management, data extraction, and relational database systems theory, principles, techniques, and practices.
5. Research and reporting methods, techniques, and procedures.
6. Principles and practices of data collection and report preparation.
7. Applicable federal, state, local, and District policies, codes, regulations, technical processes, and procedures related to the program to which assigned.
8. Modern office practices, methods, and computer equipment and applications.
9. Record keeping principles and procedures.
10. English usage, spelling, vocabulary, grammar, and punctuation.
11. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and District staff, including individuals of various ages, disabilities, various socio- economic and ethnic groups.

Skills and Abilities:

1. Use computer-related programs and software applications related to the area of assignment.
2. Analyze situations and identify and troubleshoot pertinent technical problems/issues; collect relevant information; evaluate realistic options; and recommend/implement appropriate course of action.
3. Understand and coordinate systems application-related projects with sufficient speed and accuracy.
4. Analyze user needs and translate into detailed specifications.
5. Maintain complex technical rules in support of business processes.
6. Create effective system functional documentation and specifications.
7. Trouble-shoot and resolve student system related problems.
8. Interpret, apply, and explain technical materials to non-technical users; elicit user needs and develop and implement appropriate solutions.
9. Conduct research; analyze, interpret, summarize, and present technical information and data in an effective manner.
10. Make accurate mathematical and basic statistical computations.
11. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
12. Operate modern office equipment including computer equipment and applications programs.
13. Use English effectively to communicate in person, over the telephone, and in writing.
14. Understand scope of authority in making independent decisions.
15. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
16. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Minimum Qualifications/Education & Experience:

Equivalent to graduation from a regionally accredited four-year college or university with major coursework in computer science, computer information systems, or a related field and one (1) full-time equivalent year of professional experience in supporting and implementing enterprise applications for financial aid, admissions, finance, and/or student services;
Equivalent to an Associates degree from a regionally accredited college with major coursework in computer science, computer information systems, or a related field and three (3) full-time equivalent years of professional experience in supporting and implementing enterprise applications for financial aid, admissions, finance, and/or student services.


Preferred Qualifications:

Experience in student financial aid administration in higher education.

License(s) & Other Requirements:
The incumbent may periodically be required to travel to a variety of locations. If operating a vehicle, incumbents must have the ability to secure and maintain a valid California drivers license.

Working Environment:
Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff, students, and/or the public in interpreting and enforcing departmental policies and procedures.

Physical Demands:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Incumbents in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.


Instructions re: Confidential Letter of Recommendation:

Conditions of Employment:

Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.

Notice to all prospective employees The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.

As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here:

The person holding this position is considered a Responsible Employee under Title IX of the Educational Amendments Act of 1972 and is required to report to the Colleges Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.

Examination Requirements:

Typing Certificate Requirements:

Application Procedure:

Complete application packets will be accepted until the position is filled; however, those submitted by 11:59 p.m. (PST) on October 22, 2018, are assured consideration.
Applicants must submit all of the following materials online at to be considered for this position:
1. A Mt. San Antonio College online application.
2. A cover letter describing how the applicant meets the required education and experience.
3. A detailed rsum that summarizes educational preparation and professional experience for the position.
4. Two (2) letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation).
5. College and/or university transcripts showing the awarded/conferred degree (if applicable) are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.

Special Notes:

Please note: A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail:

DO NOT include photographs or any personal information (e.g. D.O.B, place of birth, etc.) on your application or supporting documents.

TRAVEL POLICY: Costs associated with travel in excess of 150 miles one way from residence for the purpose of an interview will be reimbursed up to a $500 maximum (per position recruitment). Relocation costs will be borne by the successful candidate. Travel reimbursement claims must be submitted no later than 30 days following the interview date.


Foreign Transcripts:

Foreign Transcripts: Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.


Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail:

Selection Procedure:
A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview. Interviews may include a writing sample, committee presentation, and/or performance test. The start date will be following Board approval and receipt of live scan clearance.

Special Instructions to Applicants:

To be guaranteed consideration, it is the applicants responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at to complete and submit your application for this position.

Letters of Recommendation
Confidential letters of recommendation are not accepted for this position. All letters of recommendation must be uploaded to the application.

EEO Policy:
The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.

Conflict of Interest:
Conflict of Interest

Cancel RTF Policy:
We reserve the right to reopen, re-advertise, delay, or cancel filling this position.

To apply, visit:

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Professional Level


Minimum Education Required

2-year degree