Type of Appointment: Full Time, Probationary
Job Classification: Accounting Technician III
Anticipated Hiring Range: $4,570 per month
Work Schedule: Monday - Friday 8:00am - 5:00pm
THE DEPARTMENT:
Student Accounting and Cashiering Services (SACS) is responsible for the administration and oversight of student accounts. This includes the accurate posting of payments and charges for tuition and fees, housing, parking, etc. through the PeopleSoft Financials Module as well as payment posting via the Cashnet System. This includes ensuring that accurate tuition, registration, housing, parking, and other fees are accurately calculated. SACS is responsible for ensuring payments are processed accurately and timely, holds are placed on past due balances, and collection efforts are performed including the write-off of bad debt. Other responsibilities include student accounting such as reconciliation of financial aid, uncleared collections, mentor application, and short-term loans. Other duties include disbursement of student assistant payroll, staff master payroll, as well as student refunds, student accounts audits, etc. SACS works closely with the Financial Aid Office as well as the Registrar's Office to ensure that the disbursement of financial aid and enrollment are properly coordinated. In addition, SACS works closely with many of the areas on campus to ensure that monies are being properly collected and accounted for such as the Office of Continuing Education, Housing, and various other satellite offices that collect cash. SACS ensures that its activities are in compliance with Federal and State regulatory requirements including privacy, adherence to payment card industry standards, and ensures all accounting functions are up to par with the generally accepted accounting principles and applicable government accounting standards.
DUTIES AND RESPONSIBILITIES:
- The incumbent is responsible for processing all Financial Aid disbursements and refunds in excess of $100 million annually to the student account via the PeopleSoft Student Financials System. Must be knowledgeable of the rules and regulations in regard to third-party sponsorships, Federal, State, and Chancellor's Office guidelines in regard to the disbursement of aid.
- Coordinates directly with the student to ensure that student information such as secure banking information is updated and corrected based on IT security and compliance.
- Distribution of paychecks for master payroll, student assistant payroll, as well as hourly, overtime, and shift differentials, and final settlements. The responsibility of this position is inclusive of updating distribution groups and authorization forms.
- Assists, students, faculty and staff in regard to inquiries about their paycheck distribution.
- Works closely with the payroll office in regard to establishing notification and distribution times to faculty/staff and students.
- Ensures coverage to ensure timely distribution of payroll.
- Communicates established university policies and procedures to faculty, staff, and the general public, obtaining clarification from others when more extensive interpretation is required.
- Provides excellent customer service by answering phone and e-mail inquiries pertaining to both master payroll and student assistant payroll.
- Responsible for outreach to staff and students pertaining to the distribution of payroll.
- As an example students and/or staff who have not picked up their paychecks. The incumbent is responsible for the follow-up and distribution.
- Works closely with the lead in streamlining procedures through the use of technology.
- Responsible for developing and use of a payroll report for the streamlined distribution of Master and Student payroll; Development and use of a barcode system to ensure the accurate distribution of Master and Student payroll.
- Responsible for staff training on the use of the barcode system for payroll distribution.
- Responsible for processing salary advances, and overpayments, and coordinating with the Cashier for deposits.
- Coordinates with Payroll department, and State Controller Office as needed to ensure reports and paychecks are delivered timely to be processed and distributed on time to staff, faculty, and students.
- Provide excellent customer service by answering phones and e-mail inquiries to all issues pertaining to SACS and Payroll distribution as well as responding to the SACS Chatbot and ServiceNow cases.
- Responsible for outreach to staff and students pertaining to the distribution of financial aid refunds, general refunds as well as payroll. The incumbent is responsible for follow up and distribution.
- Cashiering and Student Services - accept payments balancing payments taken in for cash receipts for registration, parking housing, etc. through the cashiering system.
- Use of PeopleSoft Student Financials in order to assist students with any issues pertaining to their student account.
- Perform general cashiering duties including processing a high volume of cashiering-related activities.
- Responsible for making updates to the SACS website in Cascade.
- Assists with updating PS Student Financials (PS SF) Proby updating the tuition calculation tables, testing upgrades in PS SF, develops ad-hoc queries.
- Assists with the implementation of new systems impacting student financials.
- Responsible for working with the various areas in Academic Affairs/Enrollment Management and CEU for ensuring that their requirements are met via PS financials, Cashnet, Web updates, etc.
- Assists with testing new releases, troubleshooting, generating, and developing queries based on the needs and requirements of the office and external areas such as CEU, the Registrar, Financial Aid, etc.
- Analyze and resolve data and system-related issues in conjunction with General Accounting, the Registrar's Office, the Financial Aid Office, Continuing Education, and other areas on campus.
- Ensure the integrity of the applications and data stored in the system.
- Assists with technical aspects of the various processes in SACS such as: - Provide support and assistance with the 1098-T Tax Form. - This requires knowledge of the IRS regulations and policies. Responsibilities include processing, testing the generation of the forms.
- Provide support and assistance with the submission of files to the Franchise Tax Board (FTB)
- Responsibilities include but are not limited to running various processes, testing, and the validation of data prior to the submission to the State.
- Responsible for writing off past due accounts. Works closely with the Collections area and Student Accounting to ensure the accuracy of the data.
- Prepare and assist with the bank deposit as needed.
QUALIFICATIONS:
- Combination - Any equivalent combination of education and experience which provides the required knowledge and abilities.
- Four (4) years of progressively responsible financial record-keeping experience or its equivalent.
- Comprehensive knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices; and basic knowledge of Generally Accepted Accounting Principles (GAAP).
- In addition to the Accounting Technician II abilities, must be able to interpret and apply a wide variety of written rules and regulations; maintain accounting records for funds, programs, or activities involving multiple transactions; compile, verify, and reconcile financial data; use current computer word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems, such as student accounting, cashiering and student financial aid; investigate and resolve errors and discrepancies; and read and interpret computer-generated reports.
PREFERRED QUALIFICATIONS:
- Experience in a higher education environment; must be able to demonstrate experience in a multi-cultural multi-ethnic higher education environment and have experience with CMS PeopleSoft Student Financials.
- Have strong organizational skills and the ability to work independently. Strong customer service and problem-solving skills.
- Must have the ability to analyze financial transactions, trace, investigate and resolve errors and discrepancies.
- Must have comprehensive knowledge of financial record-keeping methods; procedures, and practices; arithmetic; maintain accounting records of funds; reconcile financial data and general office procedures.
- Able to maintain effective working relationships with staff/faculty, students, and constituents. Have good judgment, initiative and work independently to resolve unusual problems with cashiering and other system-related issues.
- Bachelor's Degree.
- Must have a minimum of a bachelor's degree, preferably in Business, Finance, or Accounting, Knowledge: Thorough knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices.
- Abilities: In addition to the Accounting Technician II abilities, must be able to apply accounting procedures and practices to the analysis of basic accounting problems; analyze and interpret accounting data; apply problem-solving techniques in finding solutions to basic accounting problems; understand and apply applicable rules, regulations, policies, and procedures; use current computer word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems, such as student accounting, cashiering and student financial aid; work independently, and make sound decisions and recommendations regarding accounting activities.
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. For more information, go to the California State University Out-of-State Employment Policy.
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 the California State University Background Check Policy.
CSU Classification Salary Range
This position is part of the CSUEU bargaining unit 7. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,570 and maximum $6,658 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
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. For more information, go the I-9 Acceptable Documents website.
University Driving Requirement
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.
Conflict of Interest
This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety 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 Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.
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.
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 ADACoordinator@cpp.edu. For more information, go to Employment Notices.
Equal Employment Opportunity
Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.