Chief Clerk

Posting Details

Position Information

Position Title Chief Clerk FLSA Non-Exempt Primary Responsibilities

General Summary of Position: Under the supervision of the Executive Director of Financial Aid, this position requires an individual who can work well in a fast-paced office environment and can be comfortable in owning all facets of assigned duties while helping to manage the office. One must be able to handle 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.

Duties and Responsibilities:

• Certify all alternative, parent, and student loans.
• Act as liaison between students, parents and lending institutions.
• Interface with students, parents, lenders, and guarantee agencies and/or staff to resolve issues.
• Instruct borrowers to complete all steps and provide them with school information.
• Calculate borrowers loan eligibility using up to date interest rates and origination fees.
• Research loans for students/parents when problems arise within the loan process using programs such as ELM and COD.
• Understand and keep current on all Federal, state and institutional financial aid regulations and policies.
• 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. This includes collecting and properly reviewing various forms of identification for student payroll forms (I-9/W4).
• Create various reports such as grades, enrollment and award status to verify continued compliance and eligibility for students receiving aid under Federal and institutional guidelines.
• Notify students of changes in eligibility of awards and assist with alternative options.
• Review verification forms and associated documents for accuracy and completeness.
• Perform preliminary verification, including review and reconciliation of rejected FAFSA elements and conflicting data issues.
• Perform preliminary financial aid packaging assistance as needed.
• Act as a liaison between the Financial Aid Office and Academics, Admissions, Student Financial Services and Student Life Offices.
• Greet/welcome students and parents arriving for appointments; Triage routine financial aid questions.
• Answer, screen and direct incoming calls.
• Receive, sort and distribute incoming daily mail and email.
• Maintain office calendars and help to schedule appointments for counseling staff.
• Maintain filing for current and former student files.
• Proof, print, collate and mail first year student and transfer award packages.
• Electronically provide continuing student notification of award package availability.
• Assist the Director with the maintenance of Ellucian Colleague patches and other software as needed.
• Data entry and computer skills:
• Utilize the campus wide electronic mail feature on a daily basis (including individual and office-wide email addresses) for incoming and outgoing communication as needed.
• Daily software used: COD, ELM, Ellucian Colleague, Informer, Microsoft Office Suite (Excel, Word, Outlook).
• Assist financial aid counseling staff when needed for project support.
• Work overtime as required.
• Complete other duties as assigned.

Minimum Qualifications

• High school diploma (or equivalent) required. Associates degree or additional training in clerical and business support skills preferred.
• Three to five years of office support, clerical or related experience or equivalent combination of education and experience required. Knowledge of the Admissions, Financial Aid and student billing systems strongly preferred.
• Proven ability to develop positive and productive working relationships across divisions is required for this position.
• Must have superior communication skills, including oral, written and listening skills and demonstrate good judgment and the ability to work under pressure with students, parents, faculty, staff, and lenders. Professional communication skills required.
• Proven ability to work under minimal supervision and employ independent thinking and problem-solving skills.
• Meticulous attention to detail and sensitivity to confidential information is essential.
• Technical proficiency in multiple software systems including, but not limited to, Microsoft Office Suite, COD, ELM, and Ellucian Colleague preferred. Ability to quickly learn and effectively use related systems required.
• Position requires overtime as assigned and approved.

Preferred Qualifications Salary CSEA Level 16 $19.22 - $26.46/hr. 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 ST01500 Desired Start Date Open Date (to accept applications) Close Date (date applications will not be considered) Open Until Filled Yes Special Instructions to Applicant

Please complete the online application form and upload required documents 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 (including criminal records) check.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Reference Letters