Los Angeles Community College District

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; and serves as a resource to central financial aid unit and college financial aid office staffs by providing technical assistance, training, and coaching 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 and legacy DEC 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.

A Financial Aid Systems Specialist through continuous audit and user consultation identifies and defines student financial aid transactional, business process, and financial aid system issues; reviews and translates departmental requirements into specifications based on a thorough understanding of Federal and state regulations, requirements and procedural guidelines and PeopleSoft and legacy DEC financial aid systems; performs testing, and maintenance tasks; and serves as a technical resource to financial aid office staff at both the District Office and colleges.

An Assistant Financial Aid Systems Specialist applies a thorough knowledge of student financial aid Federal and state regulations, requirements and procedural guidelines and basic understanding of PeopleSoft and legacy DEC financial aid systems to moderately complex level assignments in student financial aid business process review and system maintenance and development. Assignments are selected to enhance the employee’s skills and professional development in the preparation for promotion to higher-level specialist positions.

General supervision is received from the Financial Aid Manager at the central financial aid unit. Immediate supervision is exercised over lower-level professional, technical, and clerical financial aid staff at the central financial aid unit.

Knowledge of:

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, and legacy DEC 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

Articulate technical specifications for the development and improvement of business processes and related technology systems

Interpret and apply applicable rules, laws, and procedures to financial aid operations

Document operational processes, functions, and procedures involving PeopleSoft and legacy DEC financial aid modules

Perform testing tasks related to PeopleSoft financial aid systems modules

Express concepts clearly and concisely both orally and in writing

Write clear and comprehensive reports, documentation, instructions, and training materials

Train others in specialized financial aid processes and the uses of related technology systems

Interpret and apply applicable federal and state regulations, requirements, and procedures to financial aid operations

Work effectively and independently on assigned projects

Plan and execute work to meet critical schedules and deadlines

Work effectively and cooperatively with administrators, functional and technical team members, and users

Education and Experience:

A. 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.

OR

B. 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.

Special:

A valid Class "C" California driver's license is required.

Travel to locations throughout the District is required.

• 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

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.