October 2014

FLSA: Non-Exempt

SALARY: Range 43



Under the general direction of the Assistant Dean, the Financial Aid Information Technician will organize and maintain the financial aid database operating systems, perform data entry and extract data to prepare, request, reconcile and distribute financial aid disbursement activities.


  • Provide leadership in the implementation and maintenance of automated systems used in the Financial Aid Department such as: Banner, CPS Online, NSLDS, COD, EDconnect8, Webgrants, ATIfiler, Nolij, Santa Rosa System, Argos, Kronos, and HRS.
  • Possesses a demonstrated ability to quickly interpret procedural guidelines for financial aid operating systems.  Must have the ability to apply, transfer and resolve activity within Financial Aid communications systems.
  • Must be able to provide technical support to all financial aid functions including but not limited  to, functions for application tracking, packaging, awarding, disbursement and over-award.
  • Possess skills to request reconcile payment data for the Federal Pell Grant and Cal Grant programs.  Also, is capable to generate departmental reports for federal and state agencies and campus-wide organization.
  • Participates in the review of student awards for compliance with governmental and institutional regulations.  Apply judgment and knowledge of College and departmental policies to conduct departmental business.
  • Able to extract financial aid applications and reports from the federal data base system and prepare for dissemination for financial aid staff, governmental agencies and other campus departments.  Responds to a variety of ad hoc requests regarding student demographics, enrollment activities and other student statistical characteristics.
  • Maintains and distributes a regular schedule of financial aid production and job streams.
  • Maintains the actives related to the selection, receipt and verification of all Quality Assurance (QA) data, and works closely with the coordinator in preparation and evaluation of QA Program results.
  • Provides training for and assist staff in the use of the financial aid operating systems.  Assist staff about the use of personal computer systems, printers and other computer related peripherals.
  • Must possess the ability to write and prepare departmental operating procedures.
  • Applies judgment and knowledge of financial aid policies for departmental functions, and performs a variety of related duties as assigned by the Assistant Dean Director and Assistant Director of Financial Aid.


Knowledge of:

  • Federal and state regulations, requirements and guidelines pertaining to governmentally funded student financial assistance programs. 
  • Data entry and control procedures. 
  • Oral and written communication skills.
  • Correct English usage, grammar, spelling punctuation, and vocabulary.
  • District organizational structure, operations, programs, policies, procedures, philosophy, mission, goals, and objectives.
  • Interpersonal skills, use of tact, patience, and courtesy.
  • Problem solving and conflict resolution in an academic environment.
  • Modern office practices, procedures, equipment, and software applications.

Ability to:

  • Maintain confidentiality;
  • Maintain security and privacy of records;
  • Interface with staff, and work in a diverse, socio-economic environment
  • Communicate effectively both orally and in writing.
  • Interpret, apply, and explain rules, regulations, policies, and procedures.
  • Analyze situations accurately and adopt an effective course of action.
  • Ensure compliance with local, state and federal guidelines, policies, rules, and regulations.
  • Establish and maintain effective working relationships with others.
  • Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, faculty, staff, and community.


Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

  • Three years of experience in data entry and problem solving in a fully automated environment.


  • Course work in computer information and computer science. 
  • Experience working with systems or record-keeping software in an educational environment. 
  • Ability to work under pressure of deadlines.
  • Knowledge of Window operating systems such as Microsoft Word, Excel and Microsoft Access.

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, 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, typewriter keyboard, or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.


Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.   



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Pasadena City College
1570 East Colorado Boulevard, Pasadena, CA 91106
(626) 585-7361 direct ⋅ (626) 525-7924 fax