Coordinator II – Accounting
Definition and Purpose
Under the direct supervision and accounting technical oversight of the Director – Finance, the Coordinator II – Accounting is responsible for providing leadership, direction, and management for the accounting team, directing all accounting functions within the organization, verifying compliance with accounting principles, practices, procedures, laws, and mandates, and establishing department goals in support of the goals and objectives of the organization. Attention to detail and resourcefulness will be utilized in developing and administering all fiscal policies, practices and internal controls.
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.
Please note that there are two Coordinator II – Accounting positions and as such supervisory responsibilities and general duties will be split between the two incumbents.
Educational and Qualifying Experience, Skills, Licenses, Credentials
Educational/License/Credential Requirements
- Graduation from a 4 year college or university (may substitute 8 years of relevant experience for educational requirement).
Experience Requirements
- Minimum four (4) years experience, six (6) years preferred that demonstrates the ability to perform the essential functions of the job.
- Four (4) years of professional accounting experience including transactional recording through financial statement preparation.
- 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.
- Ability to effectively communicate both orally and written; strong public speaking ability.
- Ability to establish and maintain a cooperative working relationship with staff, students, faculty and others.
- Demonstrated ability to work well with others on diverse teams.
- Ability to gather and analyze complex data and situations in order to draw valid conclusions and make appropriate recommendations.
- Excellent organizational skills and the ability to coordinate multiple projects and meet deadlines.
- Working knowledge of safety standards and procedures.
- Demonstrated skills in group supervision/leadership.
- Working knowledge and understanding of financial record-keeping methods, procedures and practices.
- Thorough working knowledge of accounting principles/practices and statistical/mathematical presentation of data.
- Ability to apply laws, rules and procedures in accordance with FASB and GASB standards.
- Ability to draft, interpret, implement and follow policy guidelines.
- Ability to understand and interpret financial reports.
- Capable of qualifying for a fidelity bond.
Supervisory Responsibilities
- Supervise Accounting Technicians I and II.
- Oversee supervision of the Accounting Student Assistants.
- Facilitate meetings, conduct performance evaluations, establish goals and monitor day-to-day operations.
Essential Duties and Responsibilities
General Accounting Services
- Manage all aspects of the Accounting department including oversight of accounts receivable, accounts payable, payroll, cashiering and fixed asset management.
- Serve as liaison to Cal Poly State University Accounting, Cal Poly Corporation Accounting and Cal Poly Foundation Accounting for issues related to day-to-day processing of ASI transactions.
- Ensure compliance with state and federal tax laws and reporting requirements.
- Ensure compliance with all internal controls and identify potential improvements to increase efficiency of operations and security of company assets.
- Evaluate changes in policies, laws, and available resources for impacts and adjustments to related policies, procedures, and staff roles.
- Train Accounting staff on policy, procedures and legal requirements related to accounting issues.
- Provide quality services and education to all ASI Programs and Service managers regarding policies and procedures, analysis of program offerings for accounting impacts, scheduling and compliance with reporting deadlines, and general support with accounting information, research, and resources.
- Coordinate plans for testing, training, and implementing new and upgraded financial systems.
- Assist the Director - Finance 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.
- Assist the Director - Finance with miscellaneous reporting, such as to the US Census Bureau.
- Redirect available resources to cover critical accounting functions in the event of staff absences.
General Ledger
- Oversee the management of and recording of transactions entered into the general ledger.
- Coordinate and manage the monthly and annual closing of the books and records.
- Monitor direct report’s completion of their month-end and year-end responsibilities.
- Ensure overall accuracy/integrity of all accounting information and adherence to all financial reporting deadlines and distribution dates.
- Ensure compliance with all internal controls and related ASI policies and procedures.
Accounts Payable
- Oversee and maintain standards for all accounts payable processes and procedures, timely and accurate recording of expenses and adjustments and timely payments of all financial obligations.
- 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.
- Ensure compliance with vendor contracts, federal and state reporting requirements, and all related ASI policies and procedures.
- 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
- Oversee and maintain standards for all accounts receivable processes and procedures, the timely and accurate recording of revenue and adjustments, and prompt receipt of all monies owed to the organization.
- 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.
- 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.
- Ensure compliance with all internal controls, grants and contracts, federal and state reporting requirements, and all related ASI policies and procedures.
Financial Audit
- Serve as primary support in providing required documentation to auditors during the annual external audit, CSU audits, and other agency audits.
- Prepare reports and supporting documentation for year-end financial statements and State and Federal income tax filings for Director - Finance review.
- Review and approve internal audits of petty cash, change funds, and inventories of assets and resale products.
Banking/Cash Control
- Responsible for ASI cash management and ensuring all bank balances are maintained at appropriate levels.
- 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 Director - Finance with preparation and delivery of State reimbursement claims.
- Coordinate quarterly audits of petty cash and change funds.
Fixed Asset Management
- Oversee and maintain standards for the processes and procedures used to accurately record and track 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.
- Ensure compliance with internal controls and all related ASI policies and procedures.
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.
- Coordinate uniform inventories and prepare valuation adjustment entries for the General Ledger account.
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.
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.
- 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
- Annual Salary $74,821.00
- Premium Overtime: No
- Shift Differential: No
- 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
Applications will be reviewed on a rolling basis and first round interviews will be conducted after the application close date on February 16, 2022.
Date of Last Equity Review: 01/01/2022
Date revised: 05/05/2022
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This position may require sitting, standing, walking, bending over, reaching overhead, crouching, kneeling, balancing, pushing or pulling, lifting or carrying up to 25 pounds, repetitive use of hands/arms, and repetitive use of legs. Environmental factors include working inside, outside, dirty, dusty, noisy, working with others, working around others and working alone.
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