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Position Information

Position Title Chief Clerk

FLSA Non-Exempt

Primary Responsibilities

General Position Summary:

Under the supervision of the Executive Director of Financial Aid, duties include functions related to financial aid services, operations, and projects. This position requires an individual who can work well in a fast-paced office environment. One must be able to manage multiple tasks that require a high degree of accuracy while always maintaining a positive demeanor and helpful attitude while working with students, parents, outside agencies and colleagues.

Primary Duties/Responsibilities:

- First point of contact with calls/written inquiries using informed judgement to determine direction and responses to financial aid processing questions.

- Perform preliminary verification including review and reconciliation of rejected FAFSA elements and conflicting data issues which requires in depth knowledge and constant monitoring of changes related to the field.

- Review verification forms and associated documents for accuracy and completeness and make recommendations (must maintain up-to-date knowledge of federal requirements and changes).

- Perform preliminary packaging assistance as needed.

- Possess a comprehensive understanding of the student employment process to assist the Assistant/Associate Director with processing student employment paperwork, including data entry as needed.

- Collect and process (appropriately reviewing various forms of identification) I-9/W4 forms required for student payroll.

- Provide back-up support in the absence of the Chief Clerk position, including Federal PLUS and alternative loan certifications.

- Data entry and word processing to include the oversight of all new student financial aid packages (cover letter, award notification, shopping sheet, other pieces as needed).

- Maintain student financial aid files in paper and electronic format as needed.

- Assist continuing students with aid renewal process including follow-up outreach (phone calls, text messages, email, etc.).

- Greet visitors/students entering the financial aid office area, assisting or directing accordingly.

- Process daily mail and email, including electronic transfer processes as directed.

- Maintain office calendar.

- Update and maintain the department website.

- Assist with financial aid data entry for awards/cases that do not conform to the system’s auto-packaging.

- Assist with assigned tasks associated with Colleague financial aid platform and related admissions platform, Slate, as needed. This may include software/patch testing.

- Assist with report creation using the current CROA database (campus will transition to Informer in the coming months which could lead to additional responsibility based on system design).

- Assist in training student workers new to the financial aid office or when new student worker tasks develop.

- Monitor the Ellucian HUB for financial aid updates.

- Keep current on financial aid regulations and policies related to assigned tasks.

- Assist financial aid counseling staff when needed for project support.

- Work overtime as required during special projects and peak processing time of the financial aid cycle.

- Additional duties as assigned.

Schedule: Monday- Friday 8:00am – 4:30pm

Minimum Qualifications

- High school diploma (or equivalent) required. Associates degree preferred or at least three years accounting, business or related experience required. Five years of work experience is required.

- Working knowledge of Windows, Excel and Word required. Ability to learn related software systems required.

- Flexibility to work overtime as needed.

- Experience with student information systems, higher education, and financial aid processes a plus.

- Candidate must be customer service oriented and must maintain strict confidentiality when working with students and families. Position requires close attention to detail, ability to multi-task in a busy environment, and flexibility in a team-oriented structure. Excellent interpersonal communication skills working with the public, including students, parents, colleagues, and outside agency staff required.

- An ability to maintain a calm demeanor and assist individuals to feel at ease when talking about money and finances.

Preferred Qualifications

Salary $18.84 - $25.94/hr. CSEA Level 16. The actual compensation will be determined based on experience and other factors permitted by law.

Status (FT, PT, Seasonal, Temp) Full-time (12 months)

Posting Detail Information

Posting Number ST01389

Desired Start Date

Open Date (to accept applications)

Close Date (date applications will not be considered)

Open Until Filled Yes

Special Instructions to Applicant

Candidates should submit a letter of application and a resume. These documents can be uploaded in the “Applicant Documents” section.

Review of applications will begin immediately and continue until the position is filled.

All offers of employment are contingent upon the finalist successfully passing a background check (including criminal records).

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

+ Resume

+ Cover Letter/Letter of Application

Optional Documents