Duty Statement Form 12/15/92



Position Duty Statement

|Date: |Name of Incumbent: |

|March 3, 2020 | |

|Civil Service Title: |Position Number: |

|Specialist in Student Services Planning & Development |364-218-2565-022 |

|Working or Job Title: |Division/Unit: |

|Specialist, Financial Services and Student Life |Financial Services and Student Life |

|Supervisor's Civil Service Title: |Location: |

|Education Administrator I – Educational Services and Support |Sacramento |

|Supervisor's Working Title: |Work Hours/Shift: |

|Dean, Student Services |M/F, 8:00 to 5:00 |

|Conflict of Interest Disclosure Category: |License or Other Requirement: |

| 1 2 3 4 N/A |none |

|Supervises: |

|N/A |

|You are a valued member of the Agency’s team. You are expected to work cooperatively with team members and others to enable the Agency to provide the highest level of |

|service possible. Your creativity and productivity are encouraged. Your efforts to treat others fairly, honestly and with respect are important to everyone who works |

|with you. |

|Program Identification: |

|The Student Services and Special Programs division provides leadership and technical assistance for policy and programs that support student access, equity and success.|

|The division administers nearly $700 million annually in categorical and grant funds that help colleges provide support services across the campus and supplemental |

|services for special populations. |

|Summary Statement: |

|Under the direction of the Dean, the Specialist in Educational Services and Support (Specialist) will provide leadership, coordination, advocacy and assistance in the |

|development, administration, and evaluation of activities and functions related to the Board of Governors Enrollment Fee Waiver program, the Student Financial Aid |

|Administration allocations, the federal and state student financial aid programs, Chancellor’s Default Prevention and Financial Literacy initiatives, and other programs|

|as assigned. The Specialist will also provide leadership and oversight of special initiatives undertaken by the agency. The incumbent will also administer program |

|funding and allocations for some units within the division. |

|Essential Functions (E) – Marginal Functions (M) |

|% |Job Description |

|20% |Program Funding and Allocations - Calculate program allocations consistent with Title 5 and program guidance. Serve as liaison with Accounting and Fiscal |

|(E) |Services regarding assigned apportionment duties. Assist with providing technical assistance and training to division and college staff regarding |

| |allocations, funding formulas, fiscal monitoring and planning and other fiscal issues. |

|20% |Leadership and Oversight of Special Initiatives – Assist the lead for the Default Prevention and Financial Literacy initiatives. Negotiate and monitor |

|(E) |contracts and expenditures for consultants. Develop and implement strategic plans for the initiatives. Regularly disseminate information to colleges |

| |regarding the initiatives; includes email, website, webinar and in-person training. Collaborate with partners and stakeholders on a regular basis. |

| |Demonstrate the effectiveness of the projects through goal setting and data analysis. Prepare and review consultants’ budgets. Prepare and submit contracts |

| |to our fiscal agency for consultants. Review and process invoices for consultants. Plan and organize college staff trainings. Work collaboratively with |

| |Communications on the financial literacy marketing campaign. Conduct annual assessment for both default prevention and financial literacy implementations. |

| |Conduct annual vendor performance review. Serve as lead for the financial literacy advisory committee. Monitors default prevention financial assistance to|

| |colleges. |

|20% |Communication and Monitoring |

|(E) |Provides leadership to the Chancellor's Office Financial Aid Regional Representatives Technical Advisory Committee. Serves as a liaison to constituencies, |

| |such as the California Community Colleges Student Financial Aid Administrators Association (CCCSFAAA). Communicates with other Student Services programs, |

| |such as CalWORKs, CARE, EOPS, DSPS, and SSSP to ensure student services are coordinated effectively. Review, follow up and approve financial aid end of year|

| |reports. Monitors grant and contract reimbursement processes. Monitors memos of understanding (MOUs). Responsible for review, research, follow up and |

| |closure of student complaints related to financial aid. |

|20% |Technical Assistance and Training - Provides ongoing technical assistance and training to college personnel related to State and federal financial aid |

|(E) |programs. Plans and develops training materials; writes policy and process clarification and reports related to student financial aid programs including |

| |the Board of Governors Fee Waiver program, scholarship programs, student loan programs and other State and federal financial aid programs. Responds to |

| |inquiries, from students and families, regarding student financial aid programs including the Board of Governors Fee Waiver program, scholarship programs, |

| |student loan programs and other State and federal financial aid programs. Acts as a resource and provides written materials to other student services |

| |providers such as transfer, foster youth, and the “I Can” campaign. |

|15% |Policy Analysis and Reporting - Analyze the effect of proposed state and federal legislation as it relates to student financial aid administration for the |

|(E) |California Community Colleges or for the system office. Draft reports, analyses, proposals and agenda items for presentation to consultation groups, the |

| |Board of Governors, or other stakeholder constituencies. Respond to inquiries from internal departments, external agencies, the legislature and other |

| |interested parties regarding the Student Financial Aid Programs. Provide written materials, talking points and resources to Agency Divisions, other State |

| |agencies, the legislature and other interested parties regarding the Student Financial Aid Programs. Collect and analyze college data and develop reports on|

| |both State and Federal financial aid programs, including the annual report to the legislature. Assist in the collection and maintenance of the Management |

| |Information Systems Student Financial Aid data file. Analyze and organize data and reports to develop resources for system objectives. |

|5% |Other Duties - Other duties and projects as assigned by the Vice Chancellor, and/or Dean, Student Services in consultation with the Coordinator. |

|(M) | |

| |

|IMPACT AND CONSEQUENCE OF ERROR: |

|Delays, inaccuracy or incomplete program or fiscal information or monitoring could result in loss or reduction of funding. |

|Inaccurate guidance could create compliance issues for colleges. |

|PROFESSIONAL CONTACTS: |

|Occasional contact with federal and state agencies and governing bodies associated with student financial aid programs. |

|Frequent contact with consultants, partners and advisors associated with the unit’s initiatives. |

|Frequent contact and rapport with California Community College officials. |

|Frequent inter-divisional contact regarding program allocations. |

|SPECIAL PERSONAL CHARACTERISTICS: |

|Ability to work independently and take initiative with minimal guidance or direction. |

|Ability to work collaboratively as a team member, particularly with the Foundation for California Community Colleges. |

|Strong communication skills especially presentation and facilitation capabilities. |

|Strong analytical, research, and presentation skills. |

|Positive attitude, open-mindedness, flexibility, and tact. |

|Commitment to quality service that exceeds the college expectations. |

|Excellent organizational skills. |

|Focus attention to detail and follow-through. |

|Multitask, meet deadlines, and adjust to changing priorities in a cooperative manner. |

|Good attendance and punctuality record. |

|Consistently exercise a high degree of initiative. |

|Analyze situation and adopt effective course of action. |

|Provide assistance to other staff during absences. |

|Working proficiency in Microsoft Word, Outlook, Excel, and PowerPoint. |

|Communicate confidently and courteously in a clear and concise manner in a diverse community. |

|Act independently and work well as a team member. |

|WORKING AND ENVIRONMENTAL CONDITIONS |

|Ability to use computer and standard office machine. |

|Proficient with computer technology and software programs. |

|Communicate in a clear and concise manner to a diverse audience. |

|Work in a climate-controlled, open office environment under artificial lighting. |

|Exposure to computer screens and other basic office equipment. |

|Periodic overnight travel is required. |

| |

|I have read and understand all the requirements and information above and discussed the duties listed above with my supervisor and can perform them either with or |

|without reasonable accommodation. (If you believe you may require reasonable accommodation, please discuss this with your hiring supervisor. If you are unsure whether|

|you require reasonable accommodation, inform the hiring supervisor who will discuss your concerns with the Reasonable Accommodation Coordinator.) |

|Employee Signature: |Date: |

| |

| |

|I have discussed the duties of this position with and have provided a copy of this duty statement to the employee named above. |

|Supervisor Signature: |Date: |

| |

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download