Secretary (Financial Aid) - North High School - Fort Zumwalt R-II School

FORT ZUMWALT SCHOOL DISTRICT SS614

JOB TITLE: Financial Aid Secretary

REPORTS TO: Guidance Department Chairperson

FLSA: Non-Exempt

Note: Critical features of this job are described under the headings below. They may be subject to change at any time due to reasonable accommodation or other reasons.

POSITION PURPOSE/SUMMARY
The Financial Aid Secretary will assist the guidance counselors in working with students, especially juniors and seniors, to take full advantage of educational and scholarship opportunities offered by post-secondary institutions and the military.

QUALIFICATION REQUIREMENTS
Financial Aid Secretaries shall have a minimum of a high school diploma or its equivalent, a high level of competence in clerical skills as demonstrated by the District’s skills assessments, and possess proficiency in Microsoft Office and Google Office Suite.

ESSENTIAL DUTIES
1. Assist the counseling department in the maintenance of a file on each student regarding future educational plans.
2. Aid students with the process of completing college applications and applications for financial aid.
3. Process scholarship and school applications, including the student’s official transcript.
4. Maintain an up-to-date library of catalogs, college profiles, military information and technical school profiles, scholarship information, and college testing information.
5. Maintain a supply of current application forms and information booklets for college entrance examinations (Mainly the ACT and SAT).
6. Maintain open communications and positive relationships with college admission officers.
7. Arrange college visits, military, and technical school visits for students with admission officers or appropriate personnel.
8. Schedule college financial aid, college planning, minority college planning, and FAFSA completion workshops.
9. Attend college and financial aid fairs and workshops to gather new up-to-date information and applications.
10. Obtain and disseminate information about financial aid programs to students.
11. Assist students with scholarship online searches and ensure students have the information available to complete searches effectively and efficiently.
12. Assist counselors with nomination scholarships.
13. Compose, print, and distribute the junior and monthly senior newsletters and parent letters, publishing all available scholarships.
14. Assist the guidance staff with the mailing of report cards, progress reports, and newsletters.
15. Publicize all available scholarships.
16. Compile a complete end-of-year report to include all scholarships awarded, and/or accepted, by each student, list of post-secondary schools seniors are planning to attend, and various statistics on the graduating class.
17. Organize Senior Scholarship Awards Night. Coordinate college presenters and award recipients, compose and print program. Arrange for color guard, reception for presenters and staff. Coordinate with teachers and college presenters when they will be giving their awards. Organize a seating chart, host a rehearsal, and compose a script for the principal to be read the night of the ceremony.
18. Maintain the career center in an orderly fashion for career visits and meetings.

ADDITIONAL DUTIES
1. Effectively communicate, verbally and in written form, with administrators, staff, and the community as needed.
2. Maintain the confidential nature of all school-related matters.
3. Perform other duties as assigned.
4. Operate office machinery.
5. Attend in-service workshops related to the job description to remain current on pertinent topics related to the job.

MENTAL DEMANDS
Ability to maintain highly confidential information; communicate clearly both orally and in writing. Write simple and complex reports and correspondence. This employee must have strong computer skills including Microsoft software and Google Suite. Be able to understand and submit online reports as required. Have the ability to learn new systems and software.

PHYSICAL DEMANDS
While performing the duties of this position an employee is regularly required to sit, talk, and hear. The employee is frequently required to walk and use fingers and controls. The employee is occasionally required to stand, reach, bend, lift, and carry up to twenty pounds. Close vision ability to look at a computer screen for long periods is required.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee.

TERMS OF EMPLOYMENT
Employment will be on an at-will basis for 9 months, beginning with the first day of the work calendar or at the time of employment for the duration of the school year with prorated personal leave. Each financial aid secretary will be provided a work calendar showing the specific daily work schedule of the employee. The work calendar may be modified by the Board of Education at any time, as needs dictate.
Eight hours will constitute a workday. The Assistant Superintendent will establish a definite daily schedule.
The yearly salary will be disbursed in nineteen (19) equal payments or twenty-four (24) equal payments per employee’s choice.

EVALUATION
Performance of this job will be evaluated annually in accordance with the provisions of the Board’s policy on evaluation of support staff personnel.

Approved: August 18, 2003

Revised: October 20, 2003, May 15, 2006, November 16, 2009, June 29, 2020