Hybrid Accounts Receivable Assistant chez Associated Students, Inc.

Work Schedule: 15-20 hours per week; shifts based on operational need of the organization. This position will be working on campus.

OVERVIEW

Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation guided by a student board and managed by full-time professional staff. ASI is a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 26,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare. ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing. ASI employees exhibit our values of integrity, honor, dedication, loyalty, and respect in every interaction with each other, our students, the campus community, and guests of Cal Poly Pomona.  

Financial Services serves as a partner for student groups, ASI departments, and the University, providing financial support to help meet business and programmatic needs of the $17M non-profit 501(c)3 corporation while maintaining fiscal integrity, data accuracy, and compliance with CSU, University and ASI policies.

POSITION DEFINITION

Under the direct supervision of the Accounts Receivable Supervisor, the Accounts Receivable Assistant is a key member of the Financial Services team, primarily responsible for assisting in the accurate and timely processing of accounts receivable transactions and activities. This position supports the Accounts Receivable Supervisor in maintaining effective cash handling protocols, ensuring accurate billing and record-keeping, and providing excellent customer service. The role requires a detail-oriented individual with strong organizational and communication skills, capable of managing multiple tasks in a dynamic environment.

ESSENTIAL DUTIES 

Accounts Receivable Support

• Assist in preparing and processing invoices and billing statements for various organizational services, ensuring accuracy and compliance with established policies.
• Perform data entry tasks related to accounts receivable transactions, maintaining precise records of all receivables and billing activities.
• Support the reconciliation of receipt transactions, ensuring alignment with applicable policies and procedures.
• Contribute to the preparation of daily bank deposits.
• Assist in the preparation of monthly accounts receivable aging reports and support the reconciliation of subsidiary ledgers to the general ledger.
• Engage in the collection process for outstanding invoices, communicating professionally with clients and stakeholders.
• Assist in the maintenance and organization of accounts receivable files and documentation for easy retrieval and reference.
• Provide support in the development and implementation of accounts receivable policies and procedures.
• Assist and prepare Donation deposits, Assist in donations quarterly reconciliation with Cal Poly Pomona Philanthropic gift processing
• Assist with front counter operations to include deposits and payments.

Customer Service and Communication

• Respond to queries and concerns related to accounts receivable in a timely and customer-focused manner.
• Work collaboratively with other departments to resolve billing discrepancies and provide necessary information.
• Assist in educating and informing staff and account holders about accounts receivable processes and procedures.

Training and Development

• Participate in training sessions and workshops related to accounts receivable functions, cash handling, and other relevant topics.
• Assist in the preparation of training materials under the guidance of the Accounts Receivable Supervisor.

Administrative and Other Duties

• Assist in the preparation of audit-related documentation and reports as requested.
• Contribute to special projects and initiatives within the Financial Services Department as assigned.
• Perform other related duties and participate in departmental meetings, learning programs, and committees as required.

QUALIFICATIONS

Education: High School Diploma or equivalent; A minimum of 4 units of accounting coursework, Accounting or Finance major, preferred

Experience: 6 months of experience in accounts receivable transactions, cash handling and accounting, or a related financial role, preferred.

Skills: Proficiency in accounting software and MS Office Suite; strong numerical accuracy and attention to detail; excellent communication and interpersonal skills; ability to manage multiple tasks and adapt to changing priorities.

Other Requirements:

• Understanding of basic accounting principles and accounts receivable processes 
• Commitment to providing excellent customer service 
• Familiarity with Associated Students, Incorporated (ASI) programs and services and the Bronco Student Center, preferred 
• Demonstrated ability to maintain confidentiality and a diplomatic, professional demeanor 
• Demonstrated ability to provide friendly and pleasant customer-oriented service
• Ability to operate an office workstation utilizing word processing, spreadsheet and other applications in use
• Ability to perform accurate, detailed work.
• Ability to accurately perform basic math and use a calculator
• Ability to follow routine verbal and written instructions
• Ability to adhere to work rules, follow directions, use time effectively and work productively without close supervision
• Ability to prioritize tasks, shows initiative, and remain flexible in a changing environment
• Ability to effectively communicate clearly and concisely, both verbally and in writing
• General knowledge of the campus and its policies 
• Demonstrated ability to work with a diverse student population and campus community 

POSITION SENSITIVITY 

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.  A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. 

BACKGROUND CHECK 

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. 

EMPLOYMENT ELIGIBILITY 

Employment with ASI is open to any Cal Poly Pomona student who is eligible to work and has the legal right to work in the United States. In addition, student employees must be currently enrolled in a minimum of 6.0 units (undergraduate) and 4.0 units (graduate), international student employees must be enrolled in a minimum of 12.0 units (undergraduate) and 6.0 units (graduate) at the end of the add-drop period. Student employees are required to have a minimum overall and Cal Poly Pomona GPA of 2.0 and be in good academic standing with the University. Individuals enrolled only in Extended University are not eligible for hire. Exceptions to the unit load requirement are allowed during the summer term and for students who have applied for graduation for the current term. 

WORK ENVIRONMENT 

While performing the duties of this job, the employee is frequently required to sit, talk, and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift up to 45 pounds.  

MANDATED REPORTING REQUIREMENT 

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.    

SYSTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108:  

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information. http://www.calstate.edu/EO/EO-1108.html 

COVID-19 VACCINATION

CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at https://calstate.policystat.com/policy/11030468/latest