What are the responsibilities and job description for the Financial Aid Specialist I position at Montana State University Billings?
Montana State University Billings is a preferred employer in the region-WE WANT YOU!The following are reasons why you should join our team:Work-life balanceHolidays-10 paid holidays per year and 1 Floating HolidayVacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)Sick Leave - Earned at an accrual rate of .0416125 for each hour in pay status.Employee and Dependent Tuition WaiverOpportunities to engage in professional development opportunitiesCommitted to employee wellness and access to a robust Employee Assistance ProgramMedical Benefits that are robust and affordable Visit MUS Benefits to learn more about our benefit package including:Medical, Vision, and DentalLife Insurance and Long Term Disability are incorporated into our benefits.Learn more about our retirement benefits at MUS Retirement.Opportunities for career growth and a variety of career pathsCampus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.Beautiful campus environment that features our MSUB Mile walking pathDesired Start Date
05/01/2026Applicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website.This position is not eligible for sponsorship.DUTIES and RESPONSIBILITIES:Customer Service:Provide front desk support at the Financial Aid Office in McMullen Hall and be available for financial aid assistance for Jacket Student Central at the City College of MSU Billings;Available for University campus and City College events such as orientation, new student registration and occasionally for evening hours;Screen and refer customers to appropriate internal and external resources, departments and offices;Explain clearly a student?s financial aid offer;Understand why a student has not yet been packaged;Analyze client requests to determine the appropriate form, application or documentation to be provided based on customers request and circumstances involvedDocument Processing and Communication:Open, sort, prioritize, distribute and file incoming mail and documents received in compliance with office procedures;Review all applications, forms, and documents received for accuracy, completion, and compliance with federal, state and institutional guidelines;Track customer requests and prepare written correspondence including preparing packets of material based on those requests;Generates email, paper letters, or ROAMESG notifications to students regarding missing information, aid offers, revisions, SAP, etc;Responsible for assisting the Specialist II staff with dedicated outreach to students through letters, email and phone regarding Satisfactory Academic Progress, dependency override decisions, professional judgment decisions, or other requests as needed;Screen, review and process returned mail due to incorrect, insufficient or incomplete addresses;Return voice mail messages and respond to requests from the Financial Aid Office email in a timely mannerMeet with parents and prospective students;Provide financial aid counseling in person, by phone, and email for students, parents, and departments on campus;Inputs documents and forms requested by individual financial aid specialists into Banner on a daily basis;Work closely with all Financial Aid staffFile Review and Verification of Student Data and forms:Review student eligibility;Verify financial information;Determine basic student and financial need eligibility;Package and disburse aid;Perform financial aid offer revisions;Ensure compliance with all federal, state, and institutional regulations;Make necessary corrections to data provided;Communicate with students when additional information or clarification is needed;Work collaboratively with other offices in order to meet the needs of individual student.Examples of areas of responsibility that may be performed by the Financial Aid Specialist I:Work Study Program;Scholarship processing and packagingOffice Management;Tuition Waiver processing;Web page updating and designParticipation in professional development campus opportunities and committees;Third party resources;Online student responsibilities Continuous Quality Improvement:Work with the Director of Financial Aid to identify specific goals and expected outcomes, develop and implement an assessment plan to evaluate progress toward the attainment of the goals, and utilize the assessment data to revise procedures and processes to achieve the expected outcomes for the office;QUALITIES:Exemplary customer service skills;Thorough knowledge of all financial aid forms, applications, and documents;Excellent verbal and written communication skills;Comfortable using personal computer for internet, search engines, Microsoft and Outlook programs;Ability to accurately interpret data in Banner from the Financial Aid, Admissions, Registrar, and Accounts Receivable components;Ability to work well with diverse populations in a sensitive non-threatening mannerUnderstand federal, state, and institutional policies, procedures, and regulations and the ability to conduct research for specific questions;Thorough knowledge of and compliance with FERPA guidelines;Thorough knowledge of services and offices located on the University campus and City College campus;Thorough knowledge of office procedures and financial aid process when preparing documents for filing or pulling for a file reviewer;Accurate calculator and keyboarding skills;Ability to make decisions, prioritize and efficiently and effectively balance many projects at a time.Willing to speak to audiences;An attention for details;Ability to work independently and in a team oriented environment;Knowledge of Banner financial aid moduleUnderstand federal, state, and institutional packaging philosophies and rules;Thorough knowledge of financial aid forms required for eligibility and verification purposes;Knowledge of the goals and outcomes of the Office of Financial Aid & Scholarships;Ability to assess and evaluate progress toward attainment of goals and outcomes;Data collection skills;Ability to evaluate assessment data and revise processes and procedures to more effectively attain goals and outcomesEducation Required:High School DiplomaExperience Required:Related office and/or business experienceEducation Preferred:Bachelor?s degree preferredExperience Preferred:Worked in a financial aid office or performed finance-related work
05/01/2026Applicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website.This position is not eligible for sponsorship.DUTIES and RESPONSIBILITIES:Customer Service:Provide front desk support at the Financial Aid Office in McMullen Hall and be available for financial aid assistance for Jacket Student Central at the City College of MSU Billings;Available for University campus and City College events such as orientation, new student registration and occasionally for evening hours;Screen and refer customers to appropriate internal and external resources, departments and offices;Explain clearly a student?s financial aid offer;Understand why a student has not yet been packaged;Analyze client requests to determine the appropriate form, application or documentation to be provided based on customers request and circumstances involvedDocument Processing and Communication:Open, sort, prioritize, distribute and file incoming mail and documents received in compliance with office procedures;Review all applications, forms, and documents received for accuracy, completion, and compliance with federal, state and institutional guidelines;Track customer requests and prepare written correspondence including preparing packets of material based on those requests;Generates email, paper letters, or ROAMESG notifications to students regarding missing information, aid offers, revisions, SAP, etc;Responsible for assisting the Specialist II staff with dedicated outreach to students through letters, email and phone regarding Satisfactory Academic Progress, dependency override decisions, professional judgment decisions, or other requests as needed;Screen, review and process returned mail due to incorrect, insufficient or incomplete addresses;Return voice mail messages and respond to requests from the Financial Aid Office email in a timely mannerMeet with parents and prospective students;Provide financial aid counseling in person, by phone, and email for students, parents, and departments on campus;Inputs documents and forms requested by individual financial aid specialists into Banner on a daily basis;Work closely with all Financial Aid staffFile Review and Verification of Student Data and forms:Review student eligibility;Verify financial information;Determine basic student and financial need eligibility;Package and disburse aid;Perform financial aid offer revisions;Ensure compliance with all federal, state, and institutional regulations;Make necessary corrections to data provided;Communicate with students when additional information or clarification is needed;Work collaboratively with other offices in order to meet the needs of individual student.Examples of areas of responsibility that may be performed by the Financial Aid Specialist I:Work Study Program;Scholarship processing and packagingOffice Management;Tuition Waiver processing;Web page updating and designParticipation in professional development campus opportunities and committees;Third party resources;Online student responsibilities Continuous Quality Improvement:Work with the Director of Financial Aid to identify specific goals and expected outcomes, develop and implement an assessment plan to evaluate progress toward the attainment of the goals, and utilize the assessment data to revise procedures and processes to achieve the expected outcomes for the office;QUALITIES:Exemplary customer service skills;Thorough knowledge of all financial aid forms, applications, and documents;Excellent verbal and written communication skills;Comfortable using personal computer for internet, search engines, Microsoft and Outlook programs;Ability to accurately interpret data in Banner from the Financial Aid, Admissions, Registrar, and Accounts Receivable components;Ability to work well with diverse populations in a sensitive non-threatening mannerUnderstand federal, state, and institutional policies, procedures, and regulations and the ability to conduct research for specific questions;Thorough knowledge of and compliance with FERPA guidelines;Thorough knowledge of services and offices located on the University campus and City College campus;Thorough knowledge of office procedures and financial aid process when preparing documents for filing or pulling for a file reviewer;Accurate calculator and keyboarding skills;Ability to make decisions, prioritize and efficiently and effectively balance many projects at a time.Willing to speak to audiences;An attention for details;Ability to work independently and in a team oriented environment;Knowledge of Banner financial aid moduleUnderstand federal, state, and institutional packaging philosophies and rules;Thorough knowledge of financial aid forms required for eligibility and verification purposes;Knowledge of the goals and outcomes of the Office of Financial Aid & Scholarships;Ability to assess and evaluate progress toward attainment of goals and outcomes;Data collection skills;Ability to evaluate assessment data and revise processes and procedures to more effectively attain goals and outcomesEducation Required:High School DiplomaExperience Required:Related office and/or business experienceEducation Preferred:Bachelor?s degree preferredExperience Preferred:Worked in a financial aid office or performed finance-related work