Business Office Admin (0301) - Accounting Specialist

SUMMARY:

Under direct supervision of the Accounting Manager, the Administrative Specialist will assist the ASI Children’s Center with AP invoice submittals through Accounts Payable Database (Microix), daily closeout of deposits and delivering deposits to the ASI Student Shop, tracking and maintaining collections of overdue child care payments, collection and submittal of credit card receipts and associated credit card reconciliations to Accounting Services, assist Accounting Manager with reconciliations related to CDE/CDSS contracts and other grants, and other tasks as assigned. The Administrative Specialist acts as the primary accounting assistant to the Children’s Center Director, Assistant Director, and Program Manager as well as the Accounting Manager in the Accounting Services department. This position will also assist in the weekly review and posting of fund 3 related accounts payable transactions. Administrative Specialist is tasked with the execution of the Student Clubs' accounting, tracking, and monitoring Club’s account activities making sure they are consistent with Club’s agreements and policy. The position is evaluated each year based on oral communication, written communication, interpersonal skills, customer service, initiative, and problem solving, financial policy and procedural knowledge. This position may require frequent contact with staff, campus community and the public. This position is contingent upon continued funding through State and Federal contracts.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Act as primary contact for Children Center administration and staff when they have accounting related questions related to AP. Also problem-solve and review supporting documentation.
• Assist Children Center administration and staff with questions on disbursement transactions. Review and enter invoices into accounts payable system (Microix) including uploading supporting documentation. Verify invoiced items are received, review signatories, balances, correct coding and receipts
• For items considered inventory or Fixed Assets, will request necessary ASI Tags and fill out associated acquisition forms to be approved by Children’s Center Director.
• Understands and applies all policies and procedures for handling invoices, credit card receipts, deposits, and other documentation that may contain sensitive or confidential information.
• Understand and apply all compliance policies and procedures for CDE, CDSS, and State and Federal policies as applicable.
• Submit daily meal counts, monthly fiscal reports, and certify family income for free/reduced meals to CNIPS, a program of CACFP (Child and Adult Food Program).
• Assist Accounting Manager with general ledger reconciliations related to CDE/CDSS contracts, and other grants/contracts.
• Review and process daily deposit closing and submit deposits to ASI Student Shop daily. Maintain petty cash fund.
• Review and approve fund 3 related AP, including following-up with Accounting Assistants to assure weekly check-cutting deadlines are met.
• Provide guidance to Accounting Assistants when answering questions regarding club/organizations accounting, tracking, and monitoring of club activities.
• Provide accounting related customer service for ASI Children’s Center and Accounting Services
• Other duties may be assigned.

CORE COMPETENCIES

• Professional appearance and demeanor
• Enthusiastic attitude
• Excellent phone and email skills
• Ability to successfully convey ASI Children Center program, accounting policies and procedures to customers
• Ability to develop and maintain effective working relationships with faculty, staff and students
• Ability to use initiative and judgment in analyzing and interpreting course of action
• Ability to work well under pressure: meeting multiple and sometimes competing deadlines
• Ability to effectively communicate both verbally and in writing

MINIMUM QUALIFICATIONS

• BS in Accounting, Business or related field
• Knowledge of financial recordkeeping, procedures, and practices as well as general office procedures
• Ability to use ten key calculator or Excel software for calculations
• Knowledge of windows-based personal computers – Microsoft Word, Excel, and Outlook

PREFERRED QUALIFICATIONS

• One year of customer service experience
• Evidence of experience in cash handling
• One year of progressively responsible and diverse accounts payable, accounts receivable and/or coursework

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is regularly required to stand, walk, use hands to fingers, handle, feel, reach with hands and arms, talk and hear. The employee must:

• Regularly lift and/or move up to 50 pounds.
• Must be able to climb, kneel, squat, reach overhead

WORK ENVIRONMENT

• Office setting

I work. I learn. I play. I am ASI

BACKGROUND CHECK
A background check (including a criminal records check) must be completed satisfactorily after the candidate is offered a position with Associated Students, Inc. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students, Inc. employees who apply for the position.
 

Associated Students is a nonprofit corporation and an auxiliary organization of California State University, Sacramento providing a wide range of programs and services to the students of CSUS.  Therefore, ASI employees are not state employees. www.asi.csus.edu
 

EEO

Associated Student Inc. is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories.

Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act Statement
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, California State University, Sacramento has made crime statistics available on-line at www.csus.edu/police/cleryact.htm