Clerk IV Financial Aid; Full Time Benefited AFSCME position - Greenfield Community College in Greenfield Massachusetts

Unfortunately, this job is expired as of 6/8/2015.

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Greenfield Community College

Greenfield, Massachusetts

United States


Detailed Job Description

Job Description:


Reporting to the Director of Financial Aid, the general purpose of this position is to serve as the initial point of contact for all visitors to the financial aid office; Support the financial aid office by collecting financial aid documents and completing data entry. Perform clerical duties including typing, filing, phones, mailing, front desk coverage and some correspondence; Maintain student financial aid records and files; Provide assistance to students & families in completing the financial aid application online and in fulfilling outstanding financial aid requirements; perform related work as required and assist with other duties as assigned.


  • Act as main point of contact and inquiry for all in-office student traffic; Provide quality front-line customer service to students, families, and college staff;
  • Develop and maintain a high level of understanding of an extensive amount of primarily Federal and State Regulations relating to the financial aid process; Relay Federal and State policies to students, families, college staff, and general public;
  • Provide current information regarding sources of and application procedures for student financial aid programs to students, families, and staff, including one-on-one assistance with FAFSA entry and corrections;
  • Provide general billing and admission information as needed; Stay current with all college and financial aid policies; Explain provisions and contents of various financial aid and college forms associated with the application process to students, families, and general public;
  • Process all incoming documents and review and approve or deny several forms and other financial aid paperwork; Collect, organize, and process information provided by financial aid applicants;
  • Set up files in accordance to Federal Guidelines including the intake of financial aid documents both in paper and electronic form and log into database; Process incoming electronic FAFSA records; Prepare files for counselor review;
  • Process student financial aid bookstore accounts; Update manual Pell Charts;
  • Provide fuel assistance letters and general financial aid correspondences as needed; Process Educ-1 forms as required; 
  • Retrieve and respond to voice-mails and phone messages left by students and outside agencies on multiple office lines; Manage all out-going messages on active phone lines as required;
  • Inventory office supplies and order forms, publications, and supplies as needed; Keep laser printer stocked with adequate paper supply and schedule maintenance as required;.



Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below:

  I.    A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*

II.   A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*


III.  A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*


IV.  A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.*

  *Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

NOTE:   Educational substitutions will only be permitted for a maximum of two years of the required experience.


  • Knowledge of the English language including the ability to read, write, and comprehend the English language, word meaning and usage including the proper use of grammar, punctuation, and spelling.
  • Ability to follow written and oral instructions and to communicate effectively in oral and written expression.
  • Ability to maintain accurate records and assemble items of information in accordance with established procedures and to determine the proper format and procedure for assembling items of information.
  • Ability to assess student forms for completeness and guide students with filling out financial aid forms as needed.
  • Ability to explain the laws, rules, policies and procedures governing assigned unit activities in a precise, understandable manner in writing and verbally.
  • Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of various office equipment and supplies.
  • Ability to type a minimum of 40wpm.
  • Ability to exercise sound judgment.
  • Ability to read, write, work accurately with names, numbers codes and systems;
  • Ability to communicate effectively and professionally;
  • Ability to maintain harmonious working relationships with others;
  • Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations;
  • Ability to prepare reports and maintain accurate records; and
  • Ability to perform arithmetic computations with speed and accuracy.
  • Knowledge of  proper telephone procedures for making and receiving customer and agency phone calls; and
  • Knowledge of clerical office practices and procedures including record keeping, reconciliation processes and general letter preparation.


  • Associate's Degree
  • Knowledge of Microsoft Office including Word and Excel; Ability to create and maintain Excel spreadsheets and perform mail merges and business letter preparation.  
  • Knowledge of College's Banner system;
  • Knowledge of College's SchoolDude system;
  • Experience working with students in higher education setting;
  • Demonstrated commitment to promoting diversity and multiculturalism.


Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them for the responsibilities of this position.

Greenfield Community College is located in the beautiful and historic Pioneer Valley of western Massachusetts, between the foothills of the Berkshire Mountains and the fertile farmland of the Connecticut River watershed. GCC is a public community college of approximately 2,200 students. Known for the caring and supportive attitude of the faculty and staff, and for the broad support it enjoys from the surrounding community, the college is fully accredited by the New England Association of Schools and Colleges. In addition to a strong Liberal Arts focus, the College offers a wide variety of innovative and successful programs including Gender and Women's Studies, Fine Arts, Nursing, Renewable Energy, and Outdoor Leadership, as well as varied learning environments, from traditional classrooms, to distance learning, peer tutoring, one-on-one faculty-student advising, workforce development, and learning communities that cater to specific needs and interests. Close to fifty percent of Greenfield Community College students transfer to four-year colleges, and it is Smith College's largest source of community college transfer students. Much of the College has recently undergone a multi-million dollar renovation that sets the stage for future developments in learning. Greenfield Community College actively encourages and provides opportunities for leadership and professional development.

Keyword Phrases

  • Financial Aid
  • Beautiful & Historic Western Massachusetts
  • Intentional and ongoing reflection of diversity
  • Works closely with business and community partners
  • Program Administrators and Coordinators
Employment Type:Administrative Staff
Degree Required: High School
Experience: See Job Description
Level of Job: See Job Description
Salary: Not Specified
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume
Cover Letter
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