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Assistant Coordinator - Accounting (position open until filled;review of applications in process) 

About the Organization Associated Students, Inc. (ASI) provides Cal Poly students with opportunities to experience life outside of the classroom through the wide variety of programs and services offered at the Cal Poly Recreation Center, Julian A. McPhee University Union, Orfalea Family and ASI Children's Center, and Cal Poly Sports Complex. Cal Poly students and full-time staff members have the opportunity to work on campus to create quality programs and services for all students. Whether you are looking for a position that supports your academic/professional goals, need to support yourself while at Cal Poly, or are looking to develop your leadership skills, ASI offers a unique and fun work experience for all of our employees. Apply to join our team today!
EOE Statement The Associated Students, Inc. is an Equal Opportunity Employer.

Position Assistant Coordinator - Accounting  
Open Date 1/15/2018  
Close Date 12/7/2018  

Assistant Coordinator - Accounting

Definition and Purpose

Under the direct supervision of the Coordinator – Accounting, the Assistant Coordinator - Accounting is responsible for reviewing and coding payment requests, reporting non-payroll related IRS and FTB withholdings, reconciling payables, adjusting resale inventory values, monitoring and posting student organization transactions, supervising Accounting Technician II, Accounting Assistant, and Accounting Student Assistants, providing quality service and accounting education to program managers, and assisting the Coordinator – Accounting in accomplishing the functions of the Accounting department.

Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team.

Education Requirements and Qualifying Experiences

Educational/License/Credential Requirements

  • High school diploma, GED, or equivalent.
  • Graduation from a 4 year college or university preferred (may substitute 8 years of relevant experience for educational requirement).

Experience Requirements

  • Minimum three (3) years of professional accounting experience, four (4) years preferred that demonstrates the ability to perform the essential functions of the job.

Knowledge/Skill Requirements

  • Working knowledge of correct English grammar, spelling, and punctuation.
  • General knowledge of office methods, equipment, procedures, and practices.
  • Knowledge of Windows-based computer systems.
  • Knowledge of computerized accounting software.
  • Ability to communicate both orally and in writing.
  • Ability to work well with others on diverse teams.
  • General knowledge of accounting principles/practices and statistical/mathematical presentation of data.
  • Ability to apply laws, rules and procedures related to governmental accounting practices.
  • Ability to interpret and follow policy guidelines.
  • Ability to understand and interpret financial reports.
  • Ability to work independently and use initiative and judgment in analyzing and determining course of action.
  • 10-key by touch.

Supervisory Responsibilities

  • Supervise Accounting Technician II, Accounting Assistant, and Accounting Student Assistants.
  • Facilitate meetings, conduct performance evaluations, establish goals and monitor day-to-day operations.
  • Act as lead to all members of Accounting staff in the absence of the Coordinator - Accounting.

Essential Duties and Responsibilities

Accounts Payable

  • Review daily PRFs (payment request forms) for final approval of check payments, based on established thresholds; verify appropriate back-up, legal and policy compliance, and authorized signatures.
  • Oversee Accounting Technician II’s daily PRF review of purchase order requests and credit account charges in preparation for signature approval.
  • Back up Accounting Technical II for processing vendor invoices with supporting authorizations and receiving documents.
  • Oversee and audit State chargebacks assembled and coded by Accounting Technician II.
  • Oversee data entry for monthly phone bill and utility costs allocations.
  • Train staff on accounts payable processing requirements and audit payments for compliance and quality control.
  • Provide oversight and back-up for reviewing accuracy of ASI and Student Organization accounts payable batches.
  • Prepare A/P-related IRS and Franchise Tax Board withholding reports and remittances.
  • Prepare journal entries for monthly payables, payable estimates, recurring entries, and year-end adjustments to accurately record expenses in the proper accounting period.
  • Reconcile related-party payables with CPSU.

Resale Inventory

  • Maintain resale inventory invoice files and verify to General Ledger.
  • Record resale to supply transfers and adjustments for obsolete inventory.
  • Review resale inventory audit reports for accuracy and compare to internal audit of resale counts and carrying values.
  • Analyze resale inventory audit results with adjustments, purchases, sales, and transfers; prepare journal entries to record adjustment to resale inventory and costs of goods sold.

Cash Control

  • Maintain accurate records of transactions affecting cash available to the organization.
  • Process cancellations of A/P and P/R checks for reissue.
  • Review and forward State reimbursement claims for signature in absence of Coordinator – Accounting.

Student Organizations’ Financial Services

  • Verify accuracy of posted student organization deposits, funding reconciliations, and other adjustments.
  • Post student organization transactions to the General Ledger in absence of Assistant Coordinator – Club Services.
  • Review student organization payments for accuracy and legal compliance; ensure corrections are made prior to distribution of payments.
  • Coordinate year-end funding reconciliations with Assistant Coordinator – Club Services.
  • Coordinate annual distribution of student organization interest earnings with Assistant Coordinator – Club Services.
  • Monitor student organization Org Key data in accounting system.

Audit Student Organization transactions for complete documentation, accuracy, and policy compliance.


  • Verify accuracy of journal entries prepared by the Accounting Student Assistants, Accounting Assistant, and Accounting Technician II, and post to the General Ledger.
  • Regularly analyze and assess accounting policies and procedures and make recommendations to improve efficiency, services, and internal controls.
  • Provide quality services and education to all ASI Programs and Service managers regarding policies and procedures, resale inventory, account balances, transaction information and research, account activity, and use of Accounting resources.
  • Serve as primary back-up to Coordinator – Accounting.
  • Serve as back-up to Accounting Technician II (Accounts Payable and Fixed Assets) for A/P-related functions.
  • Assist the Coordinator – Accounting with daily oversight of Accounting Services functions, month-end closing process, and annual closing of the books..
  • Monitor timelines for direct report’s completion of their month-end and year-end responsibilities.
  • Assist the Coordinator – Accounting with external audits.
  • Provide secondary approval for banking transaction confirmations, including direct-deposit payroll files, ACH payments, and positive pay notifications.
  • Assist the Associate Executive Director with updating budget templates and preparing for their distribution; submit for upload and printing after approval by the Board of Directors, UUAB, University President.
  • Provide on-demand reports for management per request.
  • Provide oversight of accounting records storage and disposal, on- and off-site.
  • Review and post reconciled student fee revenue and interest earned on accounts in absence of the Coordinator – Accounting.
  • Provide oversight of uniform inventory and adjust valuation of inventory account.
  • Review and post to the General Ledger all daily sales reconciliation journal entries.
  • Reconcile and allocate prepaid expenses.
  • Assist Coordinator – Accounting with miscellaneous reporting, such as to the US Census Bureau.


  • Develop and execute assessment of programs and/or services for areas of responsibility including but not limited to setting and implementing goals, evaluating outcomes and ongoing enhancement.
  • Participate in the overall ASI assessment planning and goal setting.

Other Duties and Responsibilities

  • Represent ASI on committees as appropriate.
  • Ensure continuous professional development.
  • 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 ASI policy as a condition of their employment.
  • Other duties as assigned.

Background Check

This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7 year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position.


Hourly Rate: $22.50


Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Long Term Disability Insurance

Public Employees’ Retirement System (CalPERS)

Social Security (FICA)

Paid State Holidays

Vacation Time

Sick Leave

Personal Holiday

Birthday Holiday

Worker’s Compensation Insurance

Unemployment Insurance

FLSA: Non-Exempt

Premium Overtime: Yes

Shift Differential: Yes

Date of Last Equity Review: 2/16/18

The Associated Students, Inc. is an Equal Opportunity Employer.

Date revised: 2/16/18

Number of Openings 1  
Location Business Services  
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Non-Exempt  
Position Requirements

This position may require sitting, standing, walking, bending over, reaching overhead, crouching, kneeling, balancing, pushing or pulling, lifting or carrying up to 25 pounds, repetitive use of hands/arms, and repetitive use of legs.

Environmental factors include working inside, outside, dirty, dusty, noisy, working with others, working around others and working alone.

Req Number REG-18-00002  
Shift Details None Specified 

Requires 1-2 hours per day None Specified 

Requires 3-4 hours per day None Specified 

Requires 5-6 hours per day None Specified 

Requires 7+ hours per day None Specified 

This position is currently not accepting applications.

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