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Financial Aid Technician

MiraCosta College

Last Updated: 5/26/23

Job Description

Financial Aid Technician
MiraCosta College

For full details and to apply, go to

Type of Assignment: Full Time
Assignment Category: Regular Position

Position Details:
One regular, categorically funded, full-time position, 40 hours per week, 12 months per year on the Oceanside campus. The work schedule will be Monday through Friday, 8:00 am - 4:30 pm. The categorical funding for this position currently has no end date. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

This position may be eligible for up to two days of remote work during the probationary period dependent on VP approval. After successful completion of probation, the position is eligible for remote work up to 3 days per week.

Remote Work:
MiraCosta College believes that flexible work enables employees to achieve a more successful balance between work responsibilities and family life. The District offers the opportunity to telework (remote work) for certain positions, depending on the operational needs of the District and the provisions of the telework policy. Probationary and temporary employees are not eligible to telework unless approved by the appropriate vice president. No employee is guaranteed the right to telework. No employee shall be authorized to telework 100% of the time; regular, on-campus presence is expected for all District employees on a weekly basis.

IMPORTANT: MiraCosta College requires that all employees be fully vaccinated against COVID-19 in order to promote a safe and healthful workplace for employees and to promote the health and safety of our campus community. Unvaccinated employees are at greater risk of contracting COVID-19 and developing severe disease. This causes greater risk to their personal health and unnecessary disruption to the college community that depends on college programs and services. As of August 23, 2021, all employees must submit proof of vaccination or request and receive approval for a medical or religious exemption prior to their start date. For more information, please visit

Salary Range: 22
Compensation: Starting at $5,643.17 per month, $67,718 per year (range 22, step 1), with annual salary step increases up to step 5. In addition, after five years of district service, employees earn a longevity stipend that increases over time.

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.

MiraCosta College offers an array of benefits to eligible employees.

    • The district pays 100% of the cost of medical, dental and vision insurance for eligible employees and dependents
    • $100,000 life insurance policy
    • Up to $250 of benefit credits per month to help pay for a variety of voluntary benefit options, such as supplemental life insurance, disability coverage, and health care/dependent care flexible spending account (FSA)
    • Vacation, sick leave, and up to 18 paid holidays
    • State pension system retirement benefits (CalPERS)
    • Free and confidential employee assistance program
    • Wellness Program
    • Participation in the District’s Early Retirement Program
    • Professional Development Opportunities
    • Tuition fee reimbursement
    • Childcare Facility (Oceanside Campus)

Position Term in Months: 12

Application Procedure:
In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application on which you list all relevant experience.

2. A current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter addressed to the “Screening and Interview Committee” specifically describing how your experience aligns with the Essential Duties, Other Duties, and Desirable Qualifications.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting. Unofficial or legible photocopies are acceptable. If a degree(s) was earned, the transcripts must state that the degree was awarded. Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation.

If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency. To view a list of agencies approved by the California Commission on Teacher Credentialing, go to Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.

The screening and interview committee will review application materials for up to three to four weeks following the closing/first screening date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) proof of being fully vaccinated* for COVID-19 or requesting and receiving approval for a medical or religious exemption; 2) successful completion of a pre-placement physical exam at district expense; 3) submission of a current tuberculosis test clearance; 4) proof of eligibility to work in the United States; 5) fingerprint clearance; and 6) approval by the Board of Trustees.

*Individuals are considered fully vaccinated against COVID-19 two weeks or more after they have received the second dose in a 2-dose series (e.g. Pfizer-BioNTech or Moderna), or two weeks or more after they have received a single-dose vaccine (e.g., Johnson and Johnson [J&J/Janssen]).

Retired STRS members are not eligible for this position.

Basic Function:
Under general supervision, perform specialized journey-level technical duties in support of financial aid programs and services; receive, analyze and validate financial aid applications; perform needs analyses, determine eligibility and package awards in accordance with district policies and federal, state and local requirements; determine status of financial aid funds including overpayments; monitor and reconcile Federal Work Study program expenditures; and perform related duties as assigned.

Distinguishing Characteristics:
A Financial Aid Technician is distinguished from a Financial Aid Assistant in that an incumbent in the former class is responsible for more complex technical decisions, requiring advanced technical knowledge and experience.

Essential Duties & Responsibilities:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Receive, analyze and validate financial aid applications for eligibility; evaluate financial aid needs analyses using standard federal formulas for all available programs, including FAFSA and DREAM Act, to determine Expected Family Contribution (EFC) in each case.

2. Determine eligibility and package financial aid and scholarships, including Pell Grants, direct student loans, work study, supplemental educational opportunity grants; state programs, Cal Grant, Full Time Student Success Grant, Chafee Grant and the Board of Governors fee waiver programs.

3. Assign student budgets for packaging; ensure students receive the correct amount of aid awarded based on their Cost of Attendance; revise budgets as required based on changes in students’ personal circumstances or attendance schedules.

4. Manage, coordinate and lead assigned major financial aid programs, including Federal Work Study, CalWorks Work Study, Direct Student Loans, Cal Grants, Chafee grants and other grant programs; master the detailed technical knowledge and procedural requirements of each assigned program to become the program’s in-house expert.

5. Act as the steward for financial aid funds; review student enrollment status, monthly enroll­ment changes and programs of study; determine and process overpayments, Return to Title IV funds (R2T4) and post-withdrawal disbursements; research individual courses taken as repeats and determine whether to adjust student enrollment status for payment based on Retaking Coursework rules.

6. Evaluate special circumstance appeals and apply sound, technical judgement; address exceptional circumstances and effect any changes in EFC based on decisions made.

7. Monitor student progress for compliance with Satisfactory Academic Progress (SAP) Plans to ensure continu­ation of aid; apply MiraCosta College Satisfactory Academic Progress policy to comply with federal rules; identify and assist in resolving academic progress issues that may affect aid; process financial aid appeals.

8. Research, review, interpret, apply and maintain detailed knowledge of Title IV federal and California education rules, policies and procedures governing student financial aid and programs.

9. Conduct comprehensive audits of student financial aid files to verify completeness, accuracy and timeliness of all information and documentation supporting a student’s financial aid status; identify and assist in resolving compliance issues for required procedural or regula­tory reporting, filing or submission.

10. Provide work direction and coordinate staff and temporary and student workers to ensure effective Financial Aid office operations.

11. Counsel and advise students and families on financial aid literacy and debt management.

12. Provide technical assistance to students, parents and staff on all aspects of financial aid.

Other Duties:
1. Maintain current knowledge of federal and state laws, local and campus regulations, policies and guidelines that affect programs and application processing and eligibility requirements; attend workshops, conferences and other training sessions involving financial aid as assigned.

2. Develop and deliver organized and comprehensive oral presentations on financial aid during outreach and campus events.

3. Perform related duties as assigned.

Knowledge Of:
1. Personal and financial issues/special circumstances of disadvantaged students.

2. Federal, state and local financial aid programs and regulations.

3. Policies, objectives and technical aspects of financial aid programs and activities.

4. Financial and statistical recordkeeping techniques.

5. Applicable sections of the state education code.

6. Interpersonal skills using tact, patience and courtesy.

7. Interviewing and counseling techniques.

8. Report preparation.

9. Telephone techniques and etiquette.

10. District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.

11. Safety policies and safe work practices applicable to the work.

12. Written and oral communication skills including correct English usage, grammar, spelling, punctuation and vocabulary.

Ability To:
1. Exercise sound judgment in reviewing student financial aid applications.

2. Perform complex journey-level technical duties in support of financial aid programs and services.

3. Assist with planning and organizing financial aid programs and services.

4. Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in a variety of procedural situations.

5. Operate a computer and use PeopleSoft and other business software.

6. Work independently with little direction and confidentially with discretion.

7. Plan and organize work.

8. Meet schedules and timelines.

9. Train and provide work direction to others.

10. Analyze situations accurately and adopt effective courses of action.

11. Establish priorities and work effectively with many demands on time.

12. Resolve conflicts and solve problems.

13. Communicate effectively, both orally and in writing.

14. Understand and follow written and oral instructions.

15. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.

16. Establish and maintain effective working relationships with all those encountered in the course of work.

Education & Experience:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

Graduation from an associate degree program, and at least two (2) years of progressively respons­ible experience involving admissions, student records and/or financial aid processes; or an equivalent combination of training and experience.

NOTE: For work experience, one “year” is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.

Desirable Qualifications:
Experience with PeopleSoft and/or CampusLogic

Licenses & Other Requirements:
A valid California driver’s license and the ability to maintain insurability under the district’s vehicle insurance program.

Physical Effort:
The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 20 pounds; ability to travel to various locations on and off campus as needed to conduct district business.

Emotional Effort:
Ability to develop and maintain effective working relationships involving interactions and com­munications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities.

Working Conditions:
Primarily business office environment; subject to frequent public contact and interruption and inter­mittent exposure to individuals acting in a disagreeable fashion. Occasional evening, week­end and/or holiday hours are required on an as-needed basis.

Posting Number: S22/23048P
Human Resources Contact Information: or [Register to View]
Job Close Date: 4/7/2023
Open Until Filled:
First Screening Date:

Diversity, Equity & Inclusion
MiraCosta College is committed to creating a racially just campus climate. Individuals and their diverse cultures and identities are welcomed, nurtured, and validated. MiraCosta College takes institutional responsibility for closing the equity gap for disproportionately impacted populations including Latinx and Chicanx communities, Black and African American communities, Native Hawaiian and Pacific Islander communities, Native American communities, lesbian, gay, bisexual, trans, queer/questioning, intersex, and asexual (LGBTQIA+) communities, veteran communities, former foster youth, adult students, and students from low socioeconomic statuses. MiraCosta will continue to serve all constituents with values rooted in equity, diversity, inclusion, and community.MiraCosta College’s Mission, Vision, Commitment, and Institutional Values & Goals –

About MiraCosta College
MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion. For more details, please visit our website at

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Company Details

Oceanside, California, United States
MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help...