What are the responsibilities and job description for the Accounting Clerk position at Cal Poly Corporation?
Position Information
Job Title
Accounting Clerk
Posting Number
201000750
Posting Type
Regular
Contract End Date
Salary Range
$17.93 - $29.83
Hiring Range
$17.93 - $29.83
Full Time or Part Time
Full Time
If Part Time, List Work Hours
Monday-Friday 8am to 5pm
Position Summary Information
Job Description Summary
Responsible for performing tasks related to Accounts Receivable (AR) including maintenance of the customer file, creation of invoices, filing and maintenance of A/R documents, account reconciliations, aging analysis, account analysis, and preparation of related journal entries. Additionally, responsible for all tasks related to processing travel advances, reimbursements and expense claims, invoice payment & statement reconciliation for Enterprise Car Rental as well as processing of Cal Poly Partners charge cards.
Minimum Qualifications
- Requires education equivalent to a high school diploma; Academic education above the twelfth grade may be substituted for the required experience on the basis of 12 semester units of business or commercial education being equivalent to six months of experience
- Minimum two years of progressive, responsible experience in keeping or reviewing financial or statistical records and one year experience with Accounts Receivable; Experience in a computerized environment is also required
- Must have the ability to clearly answer routine questions and to resolve routine operating and procedural problems
- Must know standard business office procedures, work independently and perform financial or statistical work of average difficulty rapidly and accurately
- Must type and operate a 10-key calculator by touch
- Ability to perform complex, highly responsible and confidential duties
- Excellent computer skills including Microsoft Word and Excel
- Ability to prioritize, plan, organize, and meet time lines
- Ability to lead others in managing tasks; train and evaluate the performance of assigned personnel
- Ability to establish and maintain cooperative and effective working relationship with others
- Excellent verbal and written skills and the ability to interface with all levels of staff, Board of Directors, university community, including students, faculty and staff, and the public
- Interpersonal skills using tact, patience, and courtesy
- Ability to maintain regular and reliable attendance
- Possession of a valid California Driver’s License and satisfactory driving record
- A background check is required for all regular benefited positions
- The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment
Preferred Qualifications
Physical Demands
- Hearing and speaking to exchange information in person or on the telephone
- Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator
- Seeing to read a variety of materials
- Sitting or standing for extended period of time
- Physical agility to lift 20 pounds to shoulder height
- Physical agility to lift, carry, push, or pull objects
- Commuting on an as needed basis to outside meetings and training locations
Typical Essential Functions
- Set up and maintain Accounts Receivable customer files including ASI, Sponsored Programs, Campus Dining, Partners, and Commercial and University customers
- Prepare all invoices relating to departmental charges to include: assignment of customer numbers and account codes, analyze and process adjustments as they relate to the AR subsidiary ledger and/or General Ledger, and distribute copies of invoices to departments
- Process and update all ASI invoices to include Children’s Center
- Reconciliation of the AR subsidiary ledger to the General Ledger on a monthly basis for Cal Poly Partners and ASI. Perform detail analysis of the results
- Become proficient in all Workday accounts receivable operations that are necessary for billing and maintaining Accounts receivable invoices.
- Process travel advances, reimbursements and expense claims for payments according to CPSU and CP Partners travel policy, including verification of appropriate approvals and signatures, adequate supporting documentation, ensure accurate assignment of account codes, verification of amount to be reimbursed and compliance with Cal Poly Partners and other regulatory policies; Prepare related journal entries for data entry
- Monthly reconciliation of outstanding travel advances, to include follow-up with appropriate correspondence for clearing outstanding advances Become proficient in State Concur travel program working within State delegated accesses. Help to develop procedures to efficiently communicate claim status with Sponsored Programs staff to help ensure timely processing.
- Become familiar with Enterprise Car Rental account procedures: monthly reconciliation of account statement. Contact Enterprise when invoices not provided, invoices on account in error, payments not applied to account. Distribute invoices for payment approval, submit invoices for payment, update account statement and follow-up with renters on outstanding invoice payment approval
- Review, reconcile and prepare journal entries for all P-Card transactions related to Travel
- Assist in the implementation, upgrade, problem solving and maintenance of financial system software applications pertaining to Accounts Receivable
- Maintain and update departments Procedures Manual for Accounts Receivable and Travel
- Prepare all journal entries related to Accounts Receivable and Travel
- Perform other duties assigned
Supervisory Responsibilities
- Directly supervise assigned students. Carry out supervisory responsibilities in accordance with policies and applicable laws and regulations
Special Instructions to Applicants
Cal Poly Partners provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and 14 holidays.
Employees are eligible to participate in the CP Partners Medical Insurance Plan offered through the California Public Employees’ Retirement System (CalPERS). Employees have different plans from which to choose including HMOs and PPOs. The coverage includes the employee, his/her dependents, or domestic partner. The CPC covers a large portion of the medical premium for the employee and eligible dependents.
All employees are members of the California Public Employees’ Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.
Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.
AA/EEO/Disability/Protected Veteran Employer
Employees are eligible to participate in the CP Partners Medical Insurance Plan offered through the California Public Employees’ Retirement System (CalPERS). Employees have different plans from which to choose including HMOs and PPOs. The coverage includes the employee, his/her dependents, or domestic partner. The CPC covers a large portion of the medical premium for the employee and eligible dependents.
All employees are members of the California Public Employees’ Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.
Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.
AA/EEO/Disability/Protected Veteran Employer
Posting Detail Information
Open Date
01/17/2025
Close Date
Open Until Filled
No
Review of Applications Begin Date
01/17/2025
Salary : $18 - $30
