Definition and Purpose
Under the direct supervision of the Accounting Supervisor, the Accounting Technician II (Accounts Payable and Fixed Assets) is responsible for accounts payable, vendor relations, initial review of purchase order requests, fixed asset accounting, resale inventory , providing quality service and accounting assistance 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 accounting, and working together as a team.
Educational and Qualifying Experience, Skills, Licenses, Credentials
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).
Minimum three (3) years of professional accounting experience, four (4) years preferred that demonstrates the ability to perform the essential functions of the job.
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 written.
Demonstrated 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.
Supervise Accounting Student Assistants.
Facilitate meetings, conduct performance evaluations, establish goals and monitor day-to-day operations.
Essential Duties and Responsibilities
Review purchase order requests for final approval by Coordinator – Accounting; verify appropriate documentation, legal and policy compliance, authorized signatures.
Process vendor invoices with supporting authorization and receiving documents on a daily basis.
Establish and maintain positive relationships with vendors and process vendor credit applications.
Assure that sales and use tax is properly charged or accrued on purchases.
Respond to vendor requests regarding the status of payments and reconcile accounts payable vendor statements.
Train Accounting Student Assistants on daily A/P processing requirements.
Manage the fixed asset subsidiary. Ensure that all equipment is properly identified and recorded in the fixed asset database.
Select asset sub-groups periodically for physical inventory.
Reconcile results of physical inventories of fixed assets.
General Accounting Services
Educate ASI program and service areas on the proper flow of receiving documentation and other accounts payable documentation.
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
Advise and assist program managers with accounting related transactions. Educate managers regarding policy, procedure, and legal requirements related to accounting services.
Review financial transactions for accuracy and make correcting journal entries as necessary.
Regularly analyze and assess accounting policies and procedures and make recommendations to improve efficiency, service, and internal controls.
Provide back-up support for the Accounting Supervisor for A/P-related functions.
Assist the Coordinator - Accounting with month-end process and annual closing of the books.
Participate and assist with the annual and tri-annual external audits as necessary.
Review student organization payments for accuracy and legal compliance; ensure corrections are made prior to distribution of payments.
Process cancellations of A/P and P/R checks for reissue.
Assemble, verify, and code University chargeback transactions for Director approvals.
Prepare journal entries for monthly payables, payable estimates, recurring entries, and year-end adjustments to accurately record expenses in the proper accounting period.
Maintain files and status of work-in-progress accounts.
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.
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: $21.56
Premium Overtime: Yes
Shift Differential: Yes
Long Term Disability Insurance
Public Employees’ Retirement System (CalPERS)
Social Security (FICA)
Paid State Holidays
Worker’s Compensation Insurance
Date of Last Equity Review: 2/3/18
Date revised: 4/22/19