Accounting Services Student Assistant-Business Services

Definition and Purpose

Under the direct supervision of the Accounting Technician II—Accounts Payable and Fixed Assets, the Accounting Student Assistant supports the day-to-day accounting operations for the organization. This position provides students with hands-on experience in a professional environment, with exposure to the areas of Accounts Payable, Accounts Receivable, and general accounting functions.

This position is based at the Cal Poly in San Luis Obispo, CA.

Requirements

• Educational Requirements and Qualifying Experience
• Must be a currently enrolled student at Cal Poly with a minimum of 6 units. Graduate students must carry 4 units.
• Introductory accounting coursework or relevant accounting work experience demonstrating an understanding of basic accounting principles and financial transactions, preferred.
• Ability to manage multiple projects independently in a dynamic environment while meeting deadlines.
• Strong organizational, planning, and time management skills with attention to detail and follow-through.
• Strong analytical thinking and problem-solving skills, with the ability to interpret information, resolve discrepancies, and propose effective solutions.
• Excellent oral and written communication skills, with the ability to prepare, review, and edit professional correspondence and reports.
• Knowledge of Microsoft Office applications (Word, Excel, Outlook, Teams and PowerPoint).
• Ability to maintain accuracy and quality in data entry and document preparation.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.
• Essential Duties and Responsibilities
• Accounts Payable (AP)
• Manage the accounts payable shared email account and communicate with suppliers and internal customers to support accurate and timely payments.
• Review and process accounts payable invoices and reimbursement requests in accordance with established procedures and policies.
• Verify accuracy of accounts payable checks and process them for mailing or delivery.
• Assist with outreach efforts for unclaimed property and check reissue.
• Accounts Receivable (AR)
• Collect deposits from program areas and prepare weekly deposits and related documentation.
• Assist with Accounts Receivable invoicing and related processes, including reviewing supporting documentation for accuracy and completeness, preparing or processing transactions, and providing other administrative support as assigned.
• Fixed Assets and Inventory
• Support fixed asset management activities, including asset tagging, disposal, and related research.
• Assist with annual physical fixed asset inventories and periodic asset verification as assigned.
• Assist with inventory spot checks and uniform inventories.
• General
• Reconcile general ledger accounts.
• Prepare journal entries and assist with month-end accounting activities as assigned.
• Assist with internal and external audits as necessary.
• Maintain organized electronic accounting records and supporting documentation in accordance with established procedures and records-retention practices.
• Assist with accounting projects, research, and process-improvement initiatives as assigned.
• Other Duties and Responsibilities
• 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 ASI policy as a condition of their employment.
• Other duties as assigned.
• Period of Employment
• Employment with this organization is of an "at will" nature, which means that the employee may resign at any time and ASI may discharge the employee at any time with or without cause.
• Background Check
• Satisfactory completion of a background check (including a criminal records check) is required for employment. ASI will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current ASI employee who was conditionally offered the position.