Job Title: Financial Aid Specialist

Reports to:School Administrator
Job Group:Non-Instructional Non-Bargaining


Job Code:6311
Salary Schedule:PG21


Responsible for planning, organizing, and coordinating financial aid activities to administer federal, state, and institutional financial aid funds and services in compliance with local, state, federal and district rules and regulations. This includes performing standard financial aid duties such as needs analysis, verification, and satisfactory academic progress monitoring.


The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. These statements are not intended to be construed as an exhaustive list of all duties and responsibilities required of those in this position.
  1. Coordinate the financial aid process and develop, implement, and revise policies and procedures to ensure compliance with all federal, state, and institutional financial aid laws and regulations, as well as district and school policies related to financial aid and scholarships.
  2. Monitor, approve, and/or revise all financial aid packaging for eligible applicants in accordance with current federal, state, and institutional policies/procedures.
  3. Counsel students and parents regarding financial needs, financial aid opportunities, satisfactory academic progress, eligibility information and procedures.
  4. Develop, modify, implement, and maintain the application intake and tracking process for proper documentation of all awards.
  5. Monitor all components of Satisfactory Academic Progress (SAP) and comply with SAP reporting requirements for financial aid programs. Monitor SAP and Special Circumstances appeals for impact on financial aid eligibility.
  6. Manage access and updates to various financial aid software systems, including the U.S. Department of Education COD System, CPS, SAIG National Student Loan Data System, VA Once, State of Florida Office of Student Financial Aid Assistance and Florida Prepaid system.
  7. Collaborate with district and school staff to ensure accurate and timely exchange of information and awards between school information systems.
  8. Monitor monthly reconciliation process and recommend drawdown of funds. Monitor return of Title IV funds process including refunds and repayments for all financial aid programs.
  9. Complete federal, state, and institutional reports including applications for federal and state funding and expenditures of funds allocated. Coordinate internal reconciliation efforts and report to reviewing entities, such as auditors, program reviewers, and accreditation teams.
  10. 1Develop and conduct financial aid presentations and participate in outreach activities, such as Career Fairs, High School Outreach, financial aid workshops, etc., to maximize Financial Aid’s role in recruiting and retention.
  11. Develop, design, revise, and update all publications (website, school catalog, and other media) relating to financial aid information.
  12. Report required consumer information, Gainful Employment Information and National Student Loan Database System as applicable. Provide training and materials to MTEC staff regarding the financial aid process.
  13. Supervise financial aid personnel and assist with evaluating performance; disciplining employees; and interviewing, hiring, testing, and assignment of personnel.
  14. Maintain current knowledge of financial aid policies, procedures, and programs, and promote the development of ideas for improved service and efficiency and encourage teamwork. Attend trainings and/or conferences as necessary to keep knowledge current.
  15. Perform other duties as assigned.


Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.


  • Broad knowledge of federal financial aid programs and recordkeeping requirements
  • Knowledge of higher education processes, supervisory and personnel practices, communication techniques and computer software
  • General knowledge of accounting practices, data processing and computer applications
  • Ability to communicate effectively verbally and in writing
  • Ability to work independently to meet deadlines


  • Bachelor’s degree in Business Administration, Finance, Accounting, or related field
  • Four years related experience
  • OR
  • Any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the essential responsibilities




  • Master’s degree
  • Four years of financial aid experience
  • Previous supervisory experience


Direct supervision of Financial Aid Assistant. Responsibilities include planning, assigning, and directing work; addressing complaints and resolving problems; training employees; and assisting with evaluating performance; and interviewing, testing, hiring, and assignment of personnel.           


Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to sit, talk and hear; stand and walk; use hands to finger, handle, or feel; reach with hands and arms. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.


Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.


  • General office equipment, including personal computers, fax machines, copiers, telephones, etc.


Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.

Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.

Financial Aid Specialist;   EST: December 4, 2012;   REV: n/a;   Board Approved: December 4, 2012