Accounts Payable Assistant PTS

Work Schedule: 15-20 hours per week; shifts based on operational need of the organization. This position will be working on campus.

OVERVIEW

Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation guided by a student board and managed by full-time professional staff. ASI is a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 26,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare.

ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing. ASI employees exhibit our values of integrity, honor, dedication, loyalty, and respect in every interaction with each other, our students, the campus community, and guests of Cal Poly Pomona.

Financial Services serves as a partner for student groups, ASI departments, and the University, providing financial support to help meet business and programmatic needs of the $17M non-profit 501(c)3 corporation while maintaining fiscal integrity, data accuracy, and compliance with CSU, University and ASI policies.

POSITION DEFINITION

Under the direct supervision of the Accounts Payable Manager, the Accounts Payable Assistant plays a critical role in supporting the financial operations of the organization by assisting in the accounts payable process. This position involves working under the guidance of the Accounts Payable Manager to ensure accurate and timely processing of payments and adherence to policies and providing support to the accounts payable team.

ESSENTIAL DUTIES

Accounts Payable Support

• Transaction Processing:
• Is responsible for processing disbursement requests, purchase orders, and procurement card transactions.
• Is responsible for entering payable transactions into the accounting system, ensuring accuracy and adherence to policies.
• Is responsible for preparing the batches for check printing, ACH, and EFT transactions under supervision.
• Documentation and Compliance:
• Maintain and update Vendor Data Records and assist in tax reporting requirements.
• Support the maintenance of accurate and complete financial records.
• Ensure compliance with financial policies, procedures, and regulatory requirements.
• Reconciliation and Reporting:
• Assist in the preparation of account reconciliations and financial reports as needed.
• Assist with resolving discrepancies in accounts and financial records.

Training and Development

• Participate in training sessions related to accounts payable processes and systems.
• Stay informed about updates in finance-related state, CSU, University, and ASI policies and guidelines.

Team Collaboration

• Collaborate with the accounts payable team to ensure effective and efficient processing of transactions.
• Support cross-training activities within the team.

Administrative Support

• Provide administrative support such as filing, data entry, and handling inquiries related to accounts payable.
• Assist in the preparation of audit items and reports as needed.

Other Duties

• Participate in departmental meetings and training sessions.
• Contribute to special projects and initiatives as assigned.
• Perform other related duties as required.

QUALIFICATIONS

Education:

High school diploma or equivalent; some college coursework in accounting or related field strongly preferred.

Experience:

Previous experience in an accounts payable or general accounting role is preferred .

Skills:

• Strong organizational and time-management abilities.
• Good communication and interpersonal skills.
• Proficient in Microsoft Office.
• Experience with accounting software preferred.
• Attention to detail and a high level of accuracy.

Abilities:

• Ability to work collaboratively in a dynamic team environment.
• Capable of following instructions and procedures accurately.
• Willingness to learn and adapt to new challenges.

Other Requirements:

• Understanding of basic accounting principles and accounts payable processes
• Commitment to providing excellent customer service
• Familiarity with Associated Students, Incorporated (ASI) programs and services and the Bronco Student Center, preferred
• Demonstrated ability to maintain confidentiality and a diplomatic, professional demeanor
• Demonstrated ability to provide friendly and pleasant customer-oriented service
• Ability to operate an office workstation utilizing word processing, spreadsheet and other applications in use
• Ability to perform accurate, detailed work.
• Ability to accurately perform basic math and use a calculator
• Ability to follow routine verbal and written instructions
• Ability to adhere to work rules, follow directions, use time effectively and work productively without close supervision
• Ability to prioritize tasks, shows initiative, and remain flexible in a changing environment
• Ability to effectively communicate clearly and concisely, both verbally…