Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California University Employees Union (CSUEU) - Unit 9
Job Classification: Accountant II
Anticipated Hiring Range: $4,909 - $5,300 per month
Work Hours: Monday - Friday 8:00 am - 5:00 pm
THE DEPARTMENT
Student Accounting and Cashiering Services (SACS) is responsible for the administration and oversight of student accounts. This includes the accurate posting of charges for tuition and fees, housing, parking through the PeopleSoft Financials Module as well as payment posting via the Cashnet System.
This includes ensuring that accurate tuition, registration fees, housing, parking and other fees are accurately calculated, payments are processed accurately and timely, holds placed on past due balances and collection efforts are performed including the write off 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 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 other 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 who 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 (GAAP).
DUTIES AND RESPONSIBILITIES
Ensure that internal controls and procedures are in compliance with laws, regulations, and GAAP
• Performs account analysis, resolves discrepancies, interpret financial reports, identify issues, and recommends changes, as necessary. Monitors accounting records for accuracy and completeness.
• Maintain cash management for the university in relation to financial aid funds. Responsible for calculation of cash needed for federal funds drawdowns.
• Responsible for the update of financial aid status reports and projections, coordinates with financial aid regarding availability of funds. Ensures availability of funds, without resulting in excess cash prior to disbursement.
• Prepare and submit various reports to Chancellor's Office.
• Responsible for reconciliation between the Financial Aid module, Student Financials module, Finance module and other government agencies.
• Reconciliation of:
o All internal and external scholarships accounts
o Cal Grant programs (Cal Grant A, Cal Grant 8 - Fees, Cal Grant 8 - Subsistence) and to track disbursements and reimbursements from (California Student Aid Commission) CSAC
o Other Financial Aid programs- Pell, FSEOG (Federal Supplemental Educational Opportunity Grant), FWS (Federal Work-Study), SUG (State University Grant), EOP (Educational Opportunity Grant), CPPG (Cal Poly Pomona Grant)
o Tuition and Fees
o Loan funds - Perkins Loans, Direct Loans, and Private Loans
o NSF (Non-Sufficient Funds) accounts to General Ledger in PeopleSoft Finance
o Auxiliary Fees (Associated Students Incorporated or ASI, and Instructionally-Related Activities or IRA) to General Ledger
o Auxiliary Fees (Associated Students Incorporated or ASI, and Instructionally-Related Activities or IRA) to General Ledger
o Student Accounts Receivable and Uncleared Collections
o SIRF and submit report to Chancellor's Office
o Bronco Bookstore charges
o Wells Fargo Credit Card discount fees/service fee
• Review and monitor transactions processed for accuracy and completeness.
• Prepare chargeback journal entries for NSF checks weekly.
• Prepare financial analysis report for Auxiliary fees.
• Responsible for the maintenance of the Federal Perkins Loan subsidiary ledger in accordance with US Department of Education accounting policies and procedures, review monthly journal entries and prepare necessary adjusting entries.
• Prepare and process Journal Entries for FWS, Pell, FSEOG, Accounts Receivable Write Off, Allowance for bad debt, and adjusting entries.
• Troubleshoot Student Financials' Journal Entries for combo edit errors in PeopleSoft Finance.
• Based on enrollment counts and exemptions, calculate and transfer portions of the Health Center Fee to Cal Poly Pomona Grant account quarterly.
• Prepare Exemptions report quarterly.
• Investigate/Research abnormal accounting records in the General Ledger and trace back to Student Financials for detail.
• Maintain Cash by ensuring that cash is reported to the Chancellor's Office for Treasury Management.
Maintain PeopleSoft Human Capital Management System
• Create and maintain Item Types. Consult and recommend any changes to business processes as they relate to general ledger accounts.
• Monitor daily general ledger interface.
• Assist in analyzing financial data for the processing of 1098Ts.
• Write necessary procedures and/or guidelines for each process.
• Run necessary reports/queries.
• Assist in analyzing financial data for the processing of 1098Ts.
Prepare complex financial reports, identify any related issues, consult, and recommend any changes to the appropriate administrator
• Work closely with the Coordinator for Student Accounts in preparation for year-end closing and audits. Respond to auditors with related issues/requests.
• Prepare schedules for the annual Single Audit and serve as a liaison for related programs.
• Preparation of complex Fiscal Operations Reports and Application to Participate (FISAP) reports in accordance with Federal rules and regulations as required by the U.S. Department of Education.
• Works in conjunction with the Coordinator for Student Accounting on the FISMA and GAAP Audit.
QUALIFICATIONS
• Bachelor's Degree - Equivalent to a bachelor's degree with a major in accounting, business administration, finance or a closely related field OR a combination of education and experience which provides the required knowledge and abilities.
• Equivalent to two (2) years of progressively responsible professional accounting experience.
• Thorough knowledge of:
o Generally Accepted Accounting Principles (GAAP).
o Office methods and procedures; statistical and mathematical presentation of data.
o Advanced proficiency with current word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems.
• General understanding of internal control methods.
• Working knowledge of federal student financial aid annual reporting requirements, and quarterly grant reporting requirements.
• In addition to those of the Accountant I, ability to:
o Apply accounting principles to the analysis of complex accounting problems; analyze and interpret accounting data
o Prepare clear, accurate financial statements and reports
o Utilize problem-solving techniques in finding solutions to complex accounting problems
o Understand and apply applicable rules, regulations, policies, and principles
o Make decisions and recommendations regarding accounting activities
o Communicate effectively with others inside and outside the unit, including conveying technical information to non-accountants.
PREFERRED EXPERIENCE
• Equivalent to four (4) years of progressively responsible professional accounting experience.
• Experience in Financial Aid Accounting & Student Accounts Reconciliation in a school/university environment or experience in governmental accounting is desirable.
• Possession of a bachelor's degree with major in Accounting, Business Administration, Economics, Finance, Public Administration, or closely related field is required.
• Preferably have:
o Excellent interpersonal and communication skills
o Strong analytical and organizational skills, evidenced by independent application of work skills and accounting knowledge in prior work experience
o Strong research and problem-solving skills
o Experience with automated accounting systems and knowledge of computerized student and accounts receivable software, such as PeopleSoft
o Detailed knowledge of PeopleSoft Student Financials and PeopleSoft Financials is highly desirable
• Government accounting and higher education experience is highly desirable as well as general knowledge and understanding of financial aid.
• Thorough knowledge of:
o Generally accepted accounting principles and practice
o Office methods and procedures
o Statistical and arithmetical presentation of data
o Uses of computers in accounting functions
• Working knowledge of governmental accounting methods and related laws, rules, and regulations.
• The ability to:
o Apply accounting principles to the analysis of complex accounting problems
o Analyze and interpret accounting data
o Prepare clear, accurate financial statements and reports
o Utilize problem-solving techniques in finding solutions to complex accounting problems
o Understand and apply applicable rules, regulations, policies and procedures
o 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 9. 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 $4,909 and maximum $9,473 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.
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 the 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
Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to 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 veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.