Accounts Payable Assistant PTS

Associated Students Inc; Pomona (CA); On-site; USD 23,000 - 29,000; Part time

Job summary

Associated Students, Inc. (ASI) in Pomona, CA is seeking a part-time Accounts Payable Assistant to support the financial operations on campus.

The role involves processing disbursements, PO, and procurement card transactions, with supervision from the Accounts Payable Manager. The ideal candidate will have a High school diploma (or equivalent) with accounting exposure, strong organizational skills, and proficiency in Microsoft Office and accounting software.

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; proficiency in Microsoft Office; attention to detail and accuracy.

Responsibilities

• Process disbursement requests, purchase orders, and procurement card transactions.
• Enter payable transactions into the accounting system accurately and in line with policies.
• Prepare batches for check printing, ACH, and EFT transactions under supervision.
• Maintain vendor data records and assist in tax reporting requirements.
• Assist in account reconciliations and financial reporting as needed.
• Provide administrative support and assist in audits.

Skills

Organizational skills

Time management

Communication

Interpersonal skills

Microsoft Office

Accounting software

Attention to detail

Education

High school diploma or equivalent; some college coursework in accounting

Tools

Microsoft Office

Accounting software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Accounts Payable Assistant PTS

Pomona, CA, US

3 days ago Requisition ID: 1942

Salary Range: $17.09 To $17.09 Hourly

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

OVERVIEW

Associated Students, Inc. employs student-focused professionals with equity-mindsets. Established in 1963, ASI is a non-profit corporation guided by a student board and managed by full-time professional staff. ASI is considered 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 27,000 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 is engaged in the work of being a learning organization. Currently, the guiding ideas of the organization are “under construction” as the team re-imagines its vision, mission, and core values. ASI is looking for dynamic team members who value team learning, co-creation, and adaptability to best serve the needs of our students.

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives, and its vision will be co-developed through the teamwork of staff. With a commitment to learning, continuous improvement, and innovation, ASI is looking for a dynamic team member who supports team learning, co-creation, radical candor, psychological safety, growth mindset, and lives out equity, diversity, and inclusion practices.

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.
• 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 and in writing
• General knowledge of the campus and its policies
• Demonstrated ability to work with a diverse student population and campus community

POSITION SENSITIVITY

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position.

BACKGROUND CHECK

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position.

EMPLOYMENT ELIGIBILITY

Employment with ASI is open to any Cal Poly Pomona student who is eligible to work and has the legal right to work in the United States. In addition, student employees must be currently enrolled in a minimum of 6.0 units (undergraduate) and 4.0 units (graduate), international student employees must be enrolled in a minimum of 12.0 units (undergraduate) and 6.0 units (graduate) at the end of the add-drop period. Student employees are required to have a minimum overall and Cal Poly Pomona GPA of 2.0 and be in good academic standing with the University. Individuals enrolled only in Extended University are not eligible for hire. Exceptions to the unit load requirement are allowed during the summer term and for students who have applied for graduation for the current term.

WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently required to sit, talk, and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift up to 45 pounds.

MANDATED REPORTING REQUIREMENT

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.

SYSTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108:

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.