Accounting Technician I – Accounts Receivable and Fixed Assets
Definition and Purpose
Under the direct supervision of the Accounting Supervisor, the Accounting Technician I – Accounts Receivable and Fixed Assets is responsible for collecting and preparing sales documents for reconciliation; reviewing, recording, and maintaining cash receipts, invoice requests, and balances of prepaid deposit accounts; managing fixed asset inventory; receiving and preparing payroll checks for distribution; servicing dishonored customer payments; servicing outstanding checks and required reporting to the California State Controller’s Unclaimed Property Division; providing quality service and accounting assistance to program managers; and assisting the Accounting Supervisor in accomplishing the functions of the Accounting department.
On-campus work will be required to perform essential duties including the annual fixed asset inventory during Spring quarter. All safety precautions will be taken into account during Covid-19.
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.
• Associates degree preferred.
Experience Requirements
• Minimum two (2) years of professional financial record-keeping and accounting experience, three (3) years preferred that demonstrates the ability to perform the essential functions of the job.
Preferred Experience
• Fixed Asset Inventory experience.
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 effectively communicate both orally and written.
• Thorough knowledge and understanding of financial record-keeping methods, procedures, and practices.
• General knowledge of governmental financial record-keeping methods.
• Ability to work independently and use initiative and judgment in analyzing and interpreting course of action.
• Ability to interpret and follow policy guidelines.
• 10-key by touch.
• Ability to make mathematical calculations with speed and accuracy.
• Ability to qualify for a fidelity bond.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.
• Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations.
Supervisory Responsibilities
• None
Essential Duties and Responsibilities
Accounts Receivable
• Review and record invoice requests and the receipt of monthly fees as prepared by the ASI Children’s Center.
• Maintain prepaid and deposit accounts for customers of the ASI Children’s Center.
• Reconcile all accounts receivable accounts to ensure that balances remain accurate. Communicate all variances to the Accounting Supervisor.
• Assist with collecting outstanding debts and overdue accounts through calls and letters.
Fixed Assets
• Coordinate and perform regularly scheduled inventories of ASI’s fixed assets and CPSU assets managed by ASI.
• Ensure that all fixed assets are properly identified with property identification tags and accounted for, including adding new assets and disposing of obsolete assets.
• Work with Accounting Technician II- (Accounts Payable and Fixed Assets to maintain the fixed asset subsidiary ledger.
Payments
• Reconcile advance payments with appropriate supporting documentation.
• Contact payees to clear outstanding checks and report unclaimed funds to the California State Controller’s Unclaimed Property office.
Payroll
• Receive, verify, and distribute payroll checks.
General
• Conduct regularly scheduled internal audits of petty cash and change funds in conjunction with the Student Assistants.
• Service dishonored customer payments; send notifications to customer, record transaction and fees, and request “Hold” status on student records as necessary.
• Provide information and training to managers of ASI programs and services regarding account balances, transaction information, and use of Accounting resources.
• Explain ASI policies and procedures relevant to conducting financial transactions and managing fixed asset inventory.
• Serve as back-up to Accounting Technician II - Accounts Receivable and Point of Sale per direction of the Accounting Supervisor:
- Prepare journal entries for reconciled sales and deposits.
- Analyze and report deposit variances to area managers.
- Verify refund claims, prepare payment requests for authorized approval, and submit for refund check processing or transact credit card refunds.
• Assist Accounting Supervisor with month-end process and annual closing of the books.
• Participate and assist with external audits as necessary.
• Reconcile sales tax and prepare remittance payment request forms per the CDTFA’s reporting schedule.
• Ensure revenue and deposits are recorded in proper periods.
Assessment
• 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.
Diversity and Inclusion
• Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures.
• Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI).
• Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments.
• Commit to continuous learning/improvement in DEI and cultural competence.
• Work with director to review department’s policies, procedures, & practices related to DEI and participate in addressing barriers identified.
Other Duties and Responsibilities
• Represent ASI on committees as appropriate.
• Attend and participate in meetings as necessary.
• 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.
Salary Schedule
• Hourly Rate: $20.48
• Premium Overtime: Yes
• Shift Differential: Yes
• Non-Exempt
Benefits
• 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: 2/14/2020
The Associated Students, Inc. is an Equal Opportunity Employer.
Date revised: 3/15/2021
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