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Accounting Supervisor - Business Services (Position open until filled) 

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 Accounting Supervisor  
Open Date 4/25/2019  
Close Date  

Accounting Supervisor

Definition and Purpose

Under the direct supervision of the Coordinator - Accounting, the Accounting Supervisor is responsible for managing day-to-day accounting functions for the organization, supervising Accounting Technicians I and II, overseeing the supervision of Accounting Student Assistants, providing quality service and accounting education to program managers, and assisting the Coordinator - Accounting in accomplishing the functions and goals 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.

Educational and Qualifying Experience, Skills, Licenses, Credentials

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.

Supervisory experience required.

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.

Demonstrated skills in group supervision/leadership.

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 Technicians I and II and oversee supervision of the Accounting Student Assistants.

Facilitate meetings, conduct performance evaluations, establish goals and monitor day-to-day operations.

Essential Duties and Responsibilities

Accounts Payable

Educate staff on accounts payable processing requirements and audit payments for compliance and quality control.

Review daily PRFs (payment request forms) for final approval of payment processing per established thresholds; verify appropriate documentation, legal and policy compliance, and authorizations.

Reconcile related-party transactions with CPSU.

Reconcile and allocate prepaid expenses.

Prepare A/P-related IRS and Franchise Tax Board withholding reports and remittances.

Prepare journal entries for payables, estimates, recurring transactions, and adjustments, to accurately record expenses in the proper accounting period.

Provide oversight and support for Accounting Tech II (Accounts Payable and Fixed Assets) in their role of processing vendor invoices with appropriate coding, documentation, and authorizations, reviewing purchase order requests in advance of final approval, reviewing payment batch proofs, and supervising Student Assistants.

Accounts Receivable and Point of Sale

Provide oversight and support for Accounting Tech I in servicing the Children's Center's customer payments, related prepaid and deposit accounts, and invoice requests.

Provide oversight and support for Accounting Technician II (Accounts Receivable and Point of Sale) in processing general invoice requests and recording monthly accruals and adjustments to revenue.

Monitor efforts and documentation of collection activity to assure timely resolution of overdue accounts.

Provide oversight and support for Accounting Technician II (Accounts Receivable and Point of Sale) in servicing accounting processes related to the POS system and third-party payment card vendors.

Fixed Assets

Provide oversight and support for Accounting Tech II (Accounts Payable and Fixed Assets) and Accounting Tech I in their respective roles with recording and tracking fixed assets, reconciling monthly activity, servicing the annual physical inventory, and maintaining the asset subsidiary ledger.

Coordinate periodic audits of asset sub-sets.

Resale Inventory

Audit resale inventory invoice files and verify to General Ledger.

Record resale to supply transfers and obsolete inventory adjustments.

Coordinate monthly sample audits of resale 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 adjustments to resale inventory and costs of goods sold.

Cash Control

Assist Coordinator-Accounting with maintaining accurate records of transactions affecting cash available to the organization.

Prepare journal entries for miscellaneous bank transactions.

Provide secondary approval for banking transaction confirmations, including direct-deposit payroll files, ACH payments, and positive pay notifications.

Process cancellations of A/P and P/R checks for reissue.

Assist Coordinator-Accounting with preparation and delivery of State reimbursement claims.

Coordinate quarterly audits of petty cash and change funds.

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.

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 staff 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.

Assist the Coordinator - Accounting with the month-end closing process and annual closing of the books.

Monitor direct report's completion of their month-end and year-end responsibilities.

Assist the Coordinator - Accounting with external audits.

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.

Coordinate accounting records storage and disposal, on- and off-site.

Coordinate uniform inventories and prepare valuation adjustment entries forthe General Ledger account.

Reconcile and prepare monthly journal entries to allocate payment card processing fees.

Assist the Coordinator - Accounting with miscellaneous reporting, such as to the US Census Bureau.

Redirect available resources to cover critical accounting functions in the event of staff absences.


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.


Annual Salary: $53,586.00

Premium Overtime: No

Shift Differential: No



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

Date of Last Equity Review: 4/22/19

Date revised: 4/22/19

Number of Openings 1  
Location Business Services  
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Exempt  
Position Requirements  
Req Number REG-19-00006  
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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