Accounting Analyst | Cal Poly Pomona
Location
Pomona, CA | United States
Job description
Accounting Analyst Job No: 535758
Work Type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Type of Appointment : Full-Time, Probationary
Collective Bargaining Unit : California State University Employees Union - Unit 9
Job Classification : Administrative Analyst/ Specialist
Anticipated Hiring Amount: $5,022 - $5,172 per month
Work Hours : Monday - Friday 8:00 am-5:00 pm
THE DEPARTMENT The Financial Services department provides the following services to the University: general accounting and financial reporting, disbursements, third-party billing/accounts receivable, external audit coordination, tax compliance, student aid accounting, cash receipts/cashiering, cash flow and investment management, PeopleSoft Finance, and capital asset accounting and reporting. The Accounts Payable department is an organizational unit within University Accounting Services, responsible for ensuring that disbursements are made in accordance with applicable laws, regulations, and policies set forth by the State Controller's Office, CSU Chancellor's Office, and other state and federal agencies. The unit also maintains oversight and administration of the campus travel program and Corporate Travel Credit Card Program. The department must comply with appropriate state and federal tax reporting requirements. The Accounts Payable department works closely with General Accounting and Procurement Services. The department also communicates with on-campus personnel and outside vendors regularly to ensure payment processing is accurately performed and in alignment with all applicable policies and procedures. The Accounts Payable department plays a key role in the operations, enhancement, and upgrades to the campus PeopleSoft and Concur systems and the forthcoming Procure-to-Pay implementation.
DUTIES AND RESPONSIBILITIES Corporate Departmental and Individual Travel Card Administrator and Auditor:
- Maintain and update the campus procedures for the Corporate Departmental Travel Credit Card and Corporate Individual Travel Credit Card to ensure they align with ICSUAM, CSU Travel Procedures, and campus processes.
- Maintain campus management accounts and individual cardholder accounts, including adding new users, deactivating and suspending accounts, managing/updating account limits, resolving declined charges, etc.
- Provide training for new users and ongoing support for both corporate travel cards.
- Work with technical support and/or banking Account Manager to research and resolve issues and answer questions.
- Reconcile and audit corporate travel card transactions monthly to ensure charges align with the campus procedures, including, but not limited to, review for prohibited purchases, justifications where required, missing or insufficient documentation, split charges, etc.
- Prepare and submit monthly chargeback journal entries to General Accounting for processing.
- Prepare the annual credit risk report for both corporate travel credit cards, including the generation of reports, analysis of cardholder activity and credit limits, as well as the presentation of recommendations to minimize the credit risk to the University.
- Assist with implementing and maintaining the corporate travel credit card reconciliation in the Concur eTravel system, or other expense management system, to transition the process from paper to electronic, including testing and completion of implementation documentation. Ensure functionality is fully tested and that all implementation and subsequent upgrade and maintenance projects remain on target in terms of deadlines. Assist with developing and completing new procedures and training materials to transition the campus community to the new process.
Supplier Maintenance:
- Create and maintain supplier profiles in PeopleSoft Finance, including, but not limited to, requesting supplier data information for new or pre-existing suppliers, analyzing supplier information for proper classification and federal/state tax withholding status, and set up for correct payment method (i.e. ACH/EFT, Check, AP Payment Card, etc.).
Chartfield Delegation of Authority:
- Responsible for the compilation, verification, and maintenance of chartfield delegation of authority information for the campus, including implementation and maintenance of the delegation of authority module and its related data, ensuring delegation is in alignment with CSU and campus policy and procedure.
- Responsible for the setup of initial delegation of authority, coordination, and processing of updates, and preparing appropriate documentation and communication to the campus community, including but not limited to procedures documentation, request forms, applicable training, and updates to the delegation of authority policies and procedures.
Concur Travel Reporting and Other Duties:
- Responsible for generating and distributing Concur Request and Expense Reporting for departments and management on a routine basis. Write and execute custom reports to analyze and audit travel and expense data.
- Perform other duties and responsibilities as assigned by the Associate Vice President of Financial Services, Director of University Accounting Services, and Accounts Payable Manager to meet the operational needs of University Accounting Services and the University, which may entail research, documentation of department and university procedures, additional account analysis and reconciliations, and preparation of documentation and schedules associated with the Legal and GAAP year-end close process.
QUALIFICATIONS - Bachelor's degree AND/OR equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs, PLUS four (4) years of related experience.
- Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
- Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.
Preferred Qualifications - Experience in a university/non-profit setting using PeopleSoft applications is preferred.
- Experience with Credit Card administration, processes, analysis, and journal entries.
- Demonstrated ability to communicate effectively and clearly, both orally, in writing, and via presentations.
- General knowledge of generally accepted accounting principles and practices; familiarity with State of California accounting practices; office methods and procedures; statistical and arithmetic presentation of data; and uses of computers in accounting functions.
- Ability to learn and apply laws, rules, and procedures related to governmental accounting; interpret and follow instruction and policy guidelines; analyze financial and statistical data and draw sound conclusions; utilize problem-solving techniques; establish and maintain effective working relationships with others; and operate a calculator and personal computer.
- Ability to operate enterprise accounting system, PeopleSoft.
Out-of-State Work The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at .
Background Check Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).
The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.
In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.
For more information, go to .
Employment Eligibility Verification Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at .
Child Abuse/Neglect Reporting Act (CANRA) 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 CSU Executive Order 1083 as a condition of employment. See policy at .
Security & Fire Safety In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: and .
Pay Transparency Nondiscrimination As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .
CSU Classification This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, . The CSU Salary Schedule is located on the following site: . The classification salary range for this position according to the respective skill level is minimum $5,022 and maximum $9,083 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.
Reasonable Accommodation We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at
[email protected] . More information is available at: .
EEO Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: and at .
Other Notices For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.
Advertised: February 09, 2024 (9:00 AM) Pacific Daylight Time
Applications close: February 23, 2024 (11:55 PM)
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About Cal Poly Pomona
Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.
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