March 2014

FLSA: Non-Exempt

SALARY: Range 36



Coordinates and performs technical work requiring specialized knowledge of student employment and accounting necessary to assist students with their on-campus employment needs.


  • Examines documents provided by students for hiring purposes and establishes that they are in the Federal approval list. Determines that the student is approved to work under FWS, EOPS, CalWorks
  • Assists in facilitating the hiring process for student employees, processes new student employees ensuring compliance with criminal record guidelines, medical screening, I-9 employment eligibility and identification, and payroll processing requirements, and monitors 20 hours per week limitation for student employees;
  • Reviews time sheets and approves for payment
  • Notifies students and supervisors when there are changes in student awards or allocations.
  • Monitors student earnings for compliance with federal and District regulations.
  • Inputs data into and retrieves data from the Human Resources System, time keeping system, and the Enterprise Resource System. 
  • Acts as primary interface between students and staff in regards to various aspects of Federal Work Study
  • Prepares monthly payroll reports and provides information for the preparation of annual payroll reports
  • Maintain all student employee and scholarship recipients files
  • Conducts reconciliation accounting activities.
  • Prepares vouchers for student scholarships and grant


  • Perform other duties as assigned.


Knowledge of:

  • Federal and State regulations, requirements and procedural guidelines pertaining to student employment programs.
  • District policies, procedures and other applicable laws related to Federal Work Study;
  • Personnel management practices, including fair employment techniques, methods, and procedures.
  • Human Resources Information Systems, time keeping systems, and the enterprise resource systems.
  • 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.
  • Personnel management practices, including fair employment techniques, methods, and procedures.
  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Ability to:

  • 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:

  • Any combination equivalent to graduation from high school; and
  • Two years of general clerical experience.

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