Accounting Student Assistant (Business Services)
Remote work is required for this position at this time during office closure due to Covid-19.
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 file maintenance, sales reconciliation, fixed asset inventory, and internal audits.
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
Essential Duties and Responsibilities
- Provide assistance to the Accounting Technician in the preparation of daily cashier source document reports, including analyzing data from a variety of program areas and reconciling shift reports
- Maintain an accurate filing system for accounting records and retrieve financial information as requested.
- Print and summarize daily credit card transaction activity
- Provide assistance to the Accounting Assistant in the reconciliation of accounts receivable sales and preparation of invoice requests
- Input telephone billing data into cost-distribution spreadsheet on a monthly basis. Copy and distribute telephone billing summaries to ASI staff
- Assist the Accounting Assistant with the annual updating of ASI Signature Cards and ongoing maintenance of the ASI Signature Card file
- In conjunction with the Accounting Technician, confirm that equipment is received as ordered by contacting the necessary program or service managers
- Assist with fixed asset management, including physical inventory, tagging new assets, and researching related information
- Assist Accounting Technician with conducting internal audits of cash funds
- Assist Accounting Technician with maintaining stored accounting records and with the yearly transfer of records to on and off-site storage facilities
- Assist with Purchase Order distribution. Including copying, faxing and/or mailing of the Purchase Orders to vendors and distributing office copies to staff
- Provide back-up to the Accounting Assistant for completing daily bank deposits for ASI program areas
- Provide back-up to the Accounting Technician for maintenance of bad checks and uncashed checks (letters/holds/District Attorney program)
- Serve as a liaison to the Office Assistant staff for Accounting Services
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.
- Maintain familiarity with evacuation plan for work area
- Attend all mandatory meetings, workshops, and retreats
- Provide quality customer service for all staff and customers
- Awareness of safety concerns and risk management
- Awareness of and appreciation for individual uniqueness and diversity
- Maintain a working relationship with staff and co-workers
- Adhere to and enforce all ASI departmental policies and procedures
- Ensure a safe environment for all participants
- Maintain prompt hours and follow absence procedures
- Commitment to student development and leadership
- 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: $13.00 per hour; maximum 20 hours per week.
The Associated Students, Inc. is an Equal Opportunity Employer.
Date revised: 1/1/2020
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