Student Assistant - Accounts Payable - Fleet Operations

University Enterprises, Inc.; Sacramento (CA); On-site; USD 25,000 - 32,000; Part time

Job summary

University Enterprises, Inc. seeks a student assistant to learn accounts payable in OFAM's maintenance and repair invoicing unit, using Fleet Focus, FI$CAL, ServiceNow and Microsoft Office.

This part-time, non-benefited role offers practical accounting exposure under supervision, with duties including processing invoices and vendor communications in California's Sacramento area.

Qualifications

• Proficiency in MS Office (Excel/PowerPoint) required.
• Excellent time management and prioritization skills.
• Valid California driver's license.

Responsibilities

• Learns and processes maintenance and repair vendor invoices using Fleet Focus, FI$CAL, FAS and ServiceNow.
• Verifies invoice amounts, validates vendor charges, and submits approved invoices daily.
• Assists with filing, retention and disposal of documents per OFAM guidelines.
• Verifies OFAM approved vendors and checks SB/DVBE status for compliance.
• Supports vehicle deployments and courier tasks using a state vehicle as needed.

Skills

MS Office proficiency

Time management

Driver license (CA)

Education

Accounting

Business Administration

Finance

Economics

Mathematics or Statistics

Tools

Fleet Focus

FI$CAL

ServiceNow

Fleet Anywhere Support (FAS)

Microsoft Office Suite

Job description

Description

The Department of General Services (DGS) is seeking to hire a student assistant to learn the day-to-day operations of accounts payable processing in Fleet Operation's Maintenance and Repair Invoicing Unit of Office of Fleet and Asset Management (OFAM) utilizing Microsoft Office Suite, Fleet Focus, ServiceNow, FI$CAL, Fleet Anywhere Support (FAS), Internet, and other related software, applications and office equipment, in a learning capacity, under close supervision of the Staff Services Manager I (SSM I). This position will perform work that will provide practical experience related to accounting and develop familiarity with the laws and programs administered by the State of California. This position may require operation of a state vehicle within the downtown Sacramento, North Sacramento (Natomas) and West Sacramento areas.

Requirements

Employment

This is a part-time, temporary, non-benefited, student position. Employment in all positions with University Enterprises, Inc. is dependent upon the mutual consent of University Enterprises, Inc. and the employee. This means that either University Enterprises, Inc. or the employee can, at any time, terminate the employment relationship at will, with or without cause.

Depending on the type of position you are applying for, a pre-employment background check consisting of one or more of the following may be conducted: employment history, professional references, criminal check: educational verification (degree, license, or official transcript) or DMV clearance. Applicants will be required to pass required pre-employment checks to the satisfaction of University Enterprises, Inc. (UEI) and the hiring Agency or Department.

UEI does not allow students to hold more than one UEI Job at a time, or work in more than one account per pay period. UEI employees who are considering leaving their current UEI student assistant position for a different UEI student assistant position should inform their supervisor in writing and provide at least a week's notice.

UEI is not a multi-state employer. UEI only employs candidates who live and work in the state of California. UEI only employs candidates who live and work in the state of California. If selected for the position you must reside in California and all work must be performed in the state of California throughout the course of employment.

Prerequisites

Must be a college student attending classes during the regular term (Fall, Spring and Winter, if applicable), at one of the accredited colleges or universities on our affiliation list. To view our current affiliation list please paste the following URL into your browser: http://www.calinterns.org/wp-content/uploads/Affiliation_List.pdf

Students must be enrolled in at least: six-semester units or nine quarter units for undergraduate students; four-semester units or six quarter units for graduate students.

Students declared major must match the major(s) listed in the job posting.

Majors/Fields of Study

Accounting, Business Administration, Finance, Economics, Mathematics or Statistics.

Work Schedule

Flexible workdays and work hours, Monday - Friday, between 8 AM - 5 PM. The final work schedule will be determined by the supervisor.

Additional Work Schedule

Student Assistant and Graduate Assistant employees generally work up to 24 hours per workweek (Sunday - Saturday) during the academic year and up to 40 hours per workweek during breaks; (winter, spring, and summer).

Compensation

$18.27 - $23.01 per hour.

Minimum Qualifications

• Proficiency in Microsoft (MS) Office (MS Excel and MS PowerPoint, in particular).
• Excellent time management skills and the ability to prioritize work.
• A valid California driver's license.

Preferred Qualifications

• Excellent written and verbal communication skills.
• Attention to detail and problem solving skills.
• Individuals who are, or have been, a dependent child in foster care, a homeless youth or a formerly incarcerated youth as defined by Government Code section 18220 are encouraged to apply and will be given priority. Please note that prior to appointment, individuals claiming preference under one of these categories will be required to furnish documentation establishing their eligibility.

Duties and Responsibilities

• Learns and participates in processing maintenance and repair vendor invoices using Fleet Focus, FI$CAL, Fleet Anywhere Support (FAS) and ServiceNow by categorizing expenditures, reviewing and verifying invoice amounts, establishing validity of vendor charges, identifying invoicing errors, and submitting approved invoices to DGS Program Support Accounting Section (PSAS) daily to ensure timely payment of invoices and avoid late payment penalties in order to comply with CA Prompt Payment Act and DGS/OFAM policies and procedures.
• Learns and participates in the payment of invoices for vehicle fleet services by opening and sorting incoming mail, printing invoices from shared unit email account, verifying owning agency of invoices, accessing and updating vehicle records, verifying OFAM Inspector of Automotive Equipment (IAE) approvals, entering all required information from invoices, and researching and resolving vendor payment inquiries in order to prepare invoices for prompt payment to ensure late penalties are avoided.
• Learns and assists with filing, retaining and disposing of documents when required by organizing vendor invoice work flow and file system, filing invoices and related paperwork in a timely manner and coordinating with OFAM Records Retention Officer with the proper retaining and disposal of records to ensure an organized records keeping system in order to comply with records retention requirements and OFAM guidelines and procedures.
• Learns and assists with verifying that vendors are OFAM approved vendors by using the Approved Auto Repair Vendor search engine, confirming vendor status in FI$Cal and Fleet Focus, sending the Request for Qualifications (RFQ) package to vendors not on the approved listing and verifying California Small Business and Disabled Veteran Business Enterprises (SB/DVBE) status using the SB/DVBE search engine to ensure OFAM does business only with approved vendors in order to comply with State of California established auto repair vendor requirements.
• Learns and assists with vehicle deployments and provides courier service, as needed and with limited supervision, via a state vehicle within the downtown Sacramento, North Sacramento (Natomas) and West Sacramento areas to ensure the fleet operations unit is able to meet their operational needs.

Physical Requirements

Sit for extended periods; frequently stand and walk; manual dexterity and hand-eye coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computer workstations, telephones, calculators, copiers, printers, and scanners with or without reasonable accommodation.

Working Conditions

Work is performed in an office environment.