Financial Aid Systems Specialist

Los Angeles Community College District•Los Angeles, CA

About The Position

Identifies, defines, troubleshoots, and resolves student financial aid transactional and business process issues; develops requirements and specifications for financial aid system/module development and modification on a district-wide basis; and provides technical assistance, training, and coaching to financial aid staff on the use of PeopleSoft financial aid systems. Routinely audits student financial aid transactional data, reports, financial aid system functionalities, and inter-system integration to ensure effective operational outcomes; identifies opportunities for improving business processes and insuring compliance with all applicable state and federal laws and regulations on financial aid. Consults with financial aid system users to identify and define operational needs and objectives, current operational procedures, problems, input and output requirements, and levels of systems access. Analyzes the feasibility of and develops requirements/specifications for new systems/modules and enhancements to existing systems in area of financial aid and ensures that the system design fits the needs of the users. Documents business processes and system changes; develops and distributes communications to colleges, students, and other stake holders regarding policy, process, and procedural changes. Acts as liaison between process owners and IT systems and programming staff engaged in analyzing, designing, coding, implementing, maintaining, and modifying technology components of financial aid information technology systems and applications. Performs testing for system projects from development to production and recommends changes in configurations to resolve errors and address user needs. Recruits, trains, and guides user-testers from various business areas to complete quality testing of new features and changes to existing financial aid system modules. Provides technical training, mentoring, and coaching to professional and technical staff of matters related to usage of PeopleSoft systems functionality. Mains effective and cooperative working relationships with process owners, technical team members, and users. Writes instructions, procedures, and manuals associated with the implementation and maintenance of financial aid systems. Writes reports and correspondence, including specifications, related to financial aid systems. Acts as a liaison with auditors engaged in regulatory, contractual, and operational audits of District financial aid operations. Supervises lower-level specialists and technical and clerical support staff. Performs related duties as assigned.

Requirements

Federal and state regulations, requirements, and procedural guidelines pertaining to governmentally-funded programs of student financial assistance
Eligibility requirements and application procedures for financial aid programs
Goals and objectives of the District and Division of Finance as they relate to financial aid operations
Characteristics and capabilities of state-of-the-art technology related to financial aid administration including PeopleSoft financial aid systems/modules
Capabilities of computer applications, systems, and hardware used in financial aid operations
Principles and methods of systems developing operational process specifications and documentation
Principles of work simplification and modification
Principles of training and coaching
Ability to identify operational problems, assemble and review facts, draw sound conclusions, and recommend solutions to financial aid system problems
Ability to articulate technical specifications for the development and improvement of business processes and related technology systems
Ability to interpret and apply applicable rules, laws, and procedures to financial aid operations
Ability to document operational processes, functions, and procedures involving PeopleSoft financial aid modules
Ability to perform testing tasks related to PeopleSoft financial aid systems modules
Ability to express concepts clearly and concisely both orally and in writing
Ability to write clear and comprehensive reports, documentation, instructions, and training materials
Ability to train others in specialized financial aid processes and the uses of related technology systems
Ability to interpret and apply applicable federal and state regulations, requirements, and procedures to financial aid operations
Ability to work effectively and independently on assigned projects
Ability to plan and execute work to meet critical schedules and deadlines
Ability to consistently use and promote professional standards and practices related to assignments
Ability to actively contribute to a culture of constructive collaboration and innovation with colleagues
Ability to maintain high levels of customer service and satisfaction
Ability to work effectively and cooperatively with a diverse pool of administrators, functional and technical team members, and users
Ability to learn the characteristics of new systems and update skills to adapt to changing technology
A master’s degree from recognized college or university with a major in accounting, finance, business process management, or a related field AND one year of recent, full-time, paid, professional-level experience in a financial aid position which included responsibility for business process review, design, or modification in an ERP environment such as PeopleSoft.
A bachelor’s degree from a recognized college or university, preferable with a major in accounting, finance, economics, business administration, public administration, or a related field AND three years of recent, full-time, paid, professional-level experience in a financial aid position which included responsibility for business process review, design, or modification in an ERP environment such as PeopleSoft.
A valid Class "C" California driver's license is required.
Travel to locations throughout the District is required.

Responsibilities

Audits student financial aid transactional data, reports, financial aid system functionalities, and inter-system integration to ensure effective operational outcomes.
Identifies opportunities for improving business processes and ensuring compliance with all applicable state and federal laws and regulations on financial aid.
Consults with financial aid system users to identify and define operational needs and objectives, current operational procedures, problems, input and output requirements, and levels of systems access.
Analyzes the feasibility of and develops requirements/specifications for new systems/modules and enhancements to existing systems in the area of financial aid.
Ensures that the system design fits the needs of the users.
Documents business processes and system changes.
Develops and distributes communications to colleges, students, and other stakeholders regarding policy, process, and procedural changes.
Acts as liaison between process owners and IT systems and programming staff.
Performs testing for system projects from development to production.
Recommends changes in configurations to resolve errors and address user needs.
Recruits, trains, and guides user-testers from various business areas to complete quality testing of new features and changes to existing financial aid system modules.
Provides technical training, mentoring, and coaching to professional and technical staff on the usage of PeopleSoft systems functionality.
Maintains effective and cooperative working relationships with process owners, technical team members, and users.
Writes instructions, procedures, and manuals associated with the implementation and maintenance of financial aid systems.
Writes reports and correspondence, including specifications, related to financial aid systems.
Acts as a liaison with auditors engaged in regulatory, contractual, and operational audits of District financial aid operations.
Supervises lower-level specialists and technical and clerical support staff.
Performs related duties as assigned.

Benefits

Medical and dental insurance and vision care plans are provided for employees and their dependents.
A $50,000 life insurance policy is provided free of charge for each employee.
New employees receive 12 full-pay days and 88 half-pay days of illness leave.
19 paid holidays per year.
Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District.
Vacation days for management and confidential positions begin at 15, 20, or 24 days.
Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
Employees become members of the Public Employees Retirement System.
Employees are also covered by Social Security.
Employee Assistance Program