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Accounting Student Assistant - 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 Student Assistant - Business Services  
Open Date 8/14/2019  
Close Date 9/25/2019  

Accounting Student Assistant (Business Services)

Definition and Purpose

Under the direct supervision of the –Accounting Technician II (Accounts Payable and Fixed Assets), the Accounting Student Assistant provides clerical and technical support to the Accounting Services staff. The Accounting Student Assistant provides support in the accounting areas of accounts payable, cash handling, internal audits, and general accounting services.

ASI is committed to supporting the aspirations of the University Learning Objectives. Our employees are expected to make reasoned decisions based on ethics, respect for diversity, and an awareness of issues of sustainability. Additionally, they will work productively as individuals and in groups while communicating effectively.

Educational Requirements and Qualifying Experience

  • Must be a currently enrolled student at Cal Poly with a minimum of 6 units. All ASI student staff must have a minimum cumulative GPA of 2.0 at Cal Poly. Graduate students must carry 4 units/3.0 cumulative GPA at Cal Poly.
  • Ability to prioritize and manage several projects concurrently.
  • Capable of working and progressing on projects in an independent and self-directed manner.
  • Ability to be highly organized and have good planning skills.
  • Excellent oral and written communication skills.
  • Ability to work with diverse populations and those with special limitations or needs.
  • Knowledge of windows-based computer programs (Microsoft Office).
  • Familiarity with fundamentals of accounting.
  • Ability to type accurately.
  • Thorough editing skills.
  • Thorough analytical and problem solving skills.

Supervisory Responsibilities

  • None.

Essential Duties and Responsibilities

Accounts Payable

  • Prepare and distribute purchase orders.
  • Assist Accounting Technician II (Accounts Payable and Fixed Assets) with vendor invoice processing and related tasks.

Cash Handling

  • Collect daily cash and checks from all program areas and prepare daily deposits.
  • Prepare deposit reports and cash receipts records.

Internal Audits

  • Audit petty cash and change funds each quarter with Accounting Technician I.
  • Identify and report variances and potential internal control problems to Assistant Coordinator – Accounting.
  • Audit fixed asset sub-sets as assigned and assist during annual fixed asset physical inventory.
  • Audit resale counts and inventory carrying values.


  • Reconcile accounts as assigned.
  • Assist Coordinator – Accounting with the month-end process and annual closing of the books.
  • Enter utilities data for costs and usage charts.
  • Participate and assist with external audits as necessary.
  • Maintain an accurate filing system for accounting records and retrieve financial information as requested.
  • Provide assistance to the Accounting Technician II (Accounts Receivable and Point of Sales) in the reconciliation of accounts receivable sales and preparation of invoice requests.
  • Input telephone billing data into cost-distribution spreadsheet on a monthly basis.
  • Assist the Assistant Coordinator - Accounting with the annual updating of ASI Signature Cards and ongoing maintenance of the ASI Signature Card file.
  • Assist with fixed asset management, including physical inventory, tagging new assets, and researching related information.
  • Assist with the yearly transfer of records to on and off-site storage facilities.
  • Provide back-up to the Accounting Technician I for maintenance of bad checks and uncashed checks (letters/holds/District Attorney program).

Other Duties and Responsibilities

  • 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.

Period of Employment

Employment with this organization is of an "at will" nature, which means that the employee may resign at any time and ASI may discharge the employee at any time with or without cause.

Compensation and Hours

Pay Rate: $12.00 per hour; maximum 20 hours per week.

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

Date revised: 4/22/19

Number of Openings 2  
Location Business Services  
Full-Time/Part-Time Part-Time  
Exempt/Non-Exempt Non-Exempt  
Position Requirements

This position may require sitting, standing, walking, reaching overhead, repetitive use of hands/arms, and eye/hand coordination.

Environmental factors include working inside, dry, change of temperature, working with others, working around others and working alone.

Req Number STU-19-00108  
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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