Type of Appointment: Full-Time, At Will 

Job Classification: Management Personnel Plan (MPP II)

Anticipated Hiring Range: $135,000 - $147,180 annually (Commensurate with experience and qualifications)

Benefits Include: (15) Paid Holidays, up to (24) Paid Vacation Days, Comprehensive Health, Dental, and Vision Benefits, CalPERS Pension Plan- Read the CSU's Comprehensive Benefits Package

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified 

Recruitment Closing Date: Open until filled

Priority Application Date: March 5, 2025

 

 

THE DEPARTMENT:

Student Accounting and Cashiering Services (SACS) is responsible for all student financial transactions, ensuring accurate billing, payment processing, and financial recordkeeping. It's key functions include:

• Tuition & Fees Billing: Maintaining fees, deadlines and student financial information; ensuring clear communication of all tuition and fees by posting them on the university portal and website; generating and managing student account statements.
• Payment Processing: Accepting and posting tuition, student fee, housing, and other university-related payments. Issuing refunds for overpayments, financial aid, or withdrawals.
• Financial Aid Coordination: Applying scholarships, grants, and loans to student accounts.
• Payment Plans & Collections: Assisting students with payment plans and managing past-due accounts.
• Cashiering Services for Students and Departments: Handling in-person transactions and departmental deposits.
• Accounting Services: Processing all student financial accounting and reporting of student financial operations.

 

 

DUTIES AND RESPONSIBILITIES: 

Leadership & Supervision

• Provide student-focused and employee-minded strategic leadership to the Student Accounting & Cashiering Services department.
• Ensure Student Accounting staff is adequately trained to fulfill office duties, including staying current with all vital changes in financial aid policies and procedures.
• Give clear guidance, direction, training, and coaching to ensure excellent customer service and successful operations of the department.
• Conduct performance evaluations, counsel staff on work habits, performance, and professionalism.
• Continuously improve business processes through automation, innovation, and new methods to enhance customer service and efficiency.
• Manage department budgets to align with the mission, vision, and priorities of the division and the institution.
• Attend seminars and workshops to stay updated on financial aid programs and policies.
• Analyze and solve operational problems, implement administrative decisions, define services, collect and evaluate data, draw conclusions, and present recommendations to the Associate Vice President of Financial Services.

Represent the department and division on various campus committees; inform and educate others on the services of the department.

• Participate in relevant CSU affinity groups to maintain an understanding of latest issues, policy changes, and brainstorm ideas and best practices pertaining to student accounting and cashiering.

Student Billing & Receivable Management

• Oversee the student billing process; generate digital student account statements.
• Maintain clear communication by posting fees and deadline information on the university portal and BroncoDirect website.
• Manage the PeopleSoft Student Financials Module and collaborate with the Enrollment Services Team for system updates.
• Coordinate with records, financial aid, admissions, and IT&IP to ensure accuracy of student billing charges and credits.
• Oversee the reconciliations of Accounts Receivable (A/R) and all tuition and fees; Direct the team to update semester/term class schedules, Accounts Receivable detail code/item type maintenance, and A/R tables for charges and refunds.

Payment Processing

• Ensure accurate payment processing by accepting and posting tuition, student fee, housing, parking, and auxiliary fees, and other university-related payments, etc.; Assess and apply fee waivers & exemptions, and scholarships accordingly.
• Administer the disbursement of funds and maintain accountability for loan, grant, and scholarship programs.
• Manage collections, delinquent accounts, referral to Franchise Tax Board (FTB), A/R holds, fee refunds, emergency loan check processing, manual charges posting, housing, and recording Allowance for Bad Debts.
• Issuing refunds for overpayments, financial aid, or withdrawals.

Financial Aid Coordination

• Provide leadership in applying scholarships, grants, and loans to student accounts
• Request grant monies from the Department of Education and remit funds to the Chancellor's Office.
• Compute and request funds to ensure adequate cash flow for financial aid programs.
• Report expenditures and review allocations to maintain fiscal control and compliance with Federal directives.
• Counsel students and borrowers on financial aid disbursement, collection, and repayment of over-awarded grant funds.
• Develop and provide information on rights and obligations under the Perkins/NDSL loan program.
• Work directly with borrowers, as required, as well as with the Chancellor’s Office personnel on matters concerning the loan programs.

Accounting, Reporting & Compliance

• Ensure that the Student Accounting system is balanced monthly to the general ledger and make necessary journal entries.
• Manage staff to prepare journal entries to establish respective grants on the general ledger, bring financial aid records into balance, and record administrative fees monthly.
• Oversee the preparation and review of fiscal and management reports for Federal Government, State Government, Chancellor's Office, and University Administrators.
• Submit job processes for fee assessment, financial aid disbursements, and charges.
• Prepare reports on outstanding loans and cash balances for emergency and miscellaneous loan funds.
• Provide monthly reports and assist outside auditors.

Compile information for the annual Fee Report and FISAP report.

• Respond to directives from the Chancellor's Office and prepare campus announcements.
• Ensure compliance with Purchasing Card Industry standards and Red Flags Rule training.
• Report deposits over $200,000 to the Chancellor's Office.
• Prepare and submit the Report of Defaulted Loans to the Department of Education.
• Identify, interpret, and apply a wide variety of written policies and procedures related to Student Accounting.
• Review and implement changes in published Interim and Final Federal and State Regulations.
• Oversee the preparation of tuition statements commonly known as IRS Form 1098T's to the Internal Revenue Services.

Cashiering Services

• Oversee cashiering functions for various payments from students and departments; monitor NSF checks to ensure that an attempt is made to recover funds.
• Review, analyze, and implement new programs, policies, and procedures for cashiering.
• Collaborate with Parking and Transportation Services for efficient parking decal sales.
• Provide cash-handling guidance to satellite collection sites and ensure compliance with Payment Card Industry standards.

Payment Plans & Collections

• Monitor, counsel, and assist outside collection agencies and in-house collection efforts.
• Ensure compliance with due diligence requirements for delinquent loans.
• Deal effectively with delinquent borrowers to evaluate financial situations and establish the University’s needs in fulfilling obligations to the Federal program while respecting the rights and obligations of the borrower.
• Counsel borrowers on financial situations and establish eligibility for loan postponement, cancellation, or write-off due to various conditions.
• Contact and interview skip-tracing agencies to locate lost borrowers and ensure compliance with Federal regulations.
• Responsible for the write-off of loans due to bankruptcy, death, or for those loans which have been determined uncollectible, and are awaiting assignment to the Department of Education.

Payroll and Performance Management

• Review and authorize payroll documents prior to submission to the Payroll Department.
• Consult with Payroll Department personnel and Student Accounting staff on leave credits.
• Review and verify student assistant payroll documents. Working Relationships
• Initiate and develop strong working relationship with colleagues across a variety of divisions and departments, including the Director of Accounting Services, Director of Financial Aid, Registrar, and Records Office, to ensure student and institutional needs are balanced.
• Interface with the IT&IP department for process-related issues.
• Liaise with ECSI for billing services and ensure accurate reporting.

 

 

QUALIFICATIONS:

• Bachelor's Degree - From an accredited university with a major in accounting, business administration, finance or a closely related field. An MBA or a CPA would be a plus.
• Driver's License, Valid and in State
• A minimum of five (5) years of progressive professional experience in the operations and supervision/coordination of a Cashiering/Student Financial Services operation in a university environment and
• Experience should include supervising/leading a staff with a heavy emphasis on customer service.
• Demonstrated knowledge of payment management technology and the ability to keep abreast of technical changes in electronic banking and cashiering applications.
• Demonstrated skill in analyzing cashiering policies, practices and procedures in response to changing demands and technology and to design and implement cost-effective cash handling approaches.
• Demonstrated skill in transactional analyses, determining user specifications, and designing interfaces between systems and sub-systems.
• Demonstrated significant hands-on experience in computerized accounting and cashiering operation of high volume and complexity.
• Demonstrated skill in managing employees.
• Accuracy with figures.
• Ability to work collaboratively in a team-oriented environment across organizational units.
• Demonstrated working knowledge of Generally Accepted Accounting Principles (GAAP).
• Demonstrated skill in payments analysis and control, including reconciling ledgers and monitoring payment receipting.
• Working knowledge of computerized student accounting and cashiering internal controls and cash handling techniques as practiced in a College/University setting, banking industry, or other similar cashiering environments.
• Ability to analyze and convey finance information in a clear and concise manner.

 

 

PREFERRED EXPERIENCE: 

• Previous experience in systems implementations and conversions is highly preferred.
• Four (4) years of business/accounting office procedural experience with high volume cash handlings and account reconciliation.
• Knowledgeable with cash handling procedure, policy and audit.
• Have strong organizational skills and ability to work independently in prior experience.
• Experience with automated accounting systems and knowledge of computerized student and accounting software, such as PeopleSoft and CASH Net.
• Have evidence of strong research and problem solving skills.
• Knowledgeable in a Higher Education environment.
• 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 related issues.

 

 

 

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 CSU 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 CSU Background Check Policy.

 

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 to the Acceptable I-9 website. 

 

University Driving Requirements

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 CSU's Conflict of Interest Policy. 

 

Outside Employment Disclosure 

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request.  For more information, go to the Outside Employment Disclosure Policy. 

 

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 the Child Abuse/Neglect Reporting policy.

 

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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

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.