Accounting Technician II (Accounts Receivable and Inventory)
Definition and Purpose
Under the direct supervision of the Coordinator II – Accounting (AR), the Accounting Technician II is responsible for collecting and preparing sales documents for reconciliation; reviewing, recording, and maintaining cash receipts, invoice requests, and balances of prepaid deposit accounts; managing fixed asset, uniform and resale inventories; servicing dishonored customer payments; providing quality service and accounting assistance to program managers; and assisting the Coordinator II – Accounting in accomplishing the functions of the Accounting department.
Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team.
Educational and Qualifying Experience, Skills, Licenses, Credentials
· High school diploma, GED, or equivalent.
· Associates degree preferred (may substitute 4 years of relevant experience for educational requirement).
· Minimum three (3) years of professional accounting experience, four (4) years preferred that demonstrates the ability to perform the essential functions of the job.
· Working knowledge of correct English grammar, spelling, and punctuation.
· General knowledge of office methods, equipment, procedures, and practices.
· Knowledge of Windows-based computer systems.
· Knowledge of computerized accounting software.
· Ability to effectively communicate both orally and written.
· Thorough knowledge and understanding of financial record-keeping methods, procedures, and practices.
· General knowledge of governmental financial record-keeping methods.
· Ability to work independently and use initiative and judgment in analyzing and interpreting course of action.
· Ability to interpret and follow policy guidelines.
· 10-key by touch.
· Ability to make mathematical calculations with speed and accuracy.
· Ability to qualify for a fidelity bond.
· Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.
· Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations.
Essential Duties and Responsibilities
· Review and record invoice requests and the receipt of monthly fees as prepared by the ASI Children’s Center.
· Maintain prepaid and deposit accounts for customers of the ASI Children’s Center.
· Reconcile all accounts receivable accounts to ensure that balances remain accurate. Communicate all variances to the Coordinator II – Accounting.
· Assist with collecting outstanding debts and overdue accounts through calls and letters.
· Coordinate and perform regularly scheduled inventories of ASI’s fixed assets and CPSU assets managed by ASI.
· Ensure that all fixed assets are properly identified with property identification tags and accounted for, including adding new assets and disposing of obsolete assets.
· Work with Accounting Technician II (Accounts Payable and Fixed Assets) to maintain the fixed asset subsidiary ledger.
· Reconcile advance payments with appropriate supporting documentation.
· Contact payees to clear outstanding checks and report unclaimed funds to the California State Controller’s Unclaimed Property office.
· Receive, verify, and distribute payroll checks.
General Accounting Services
· Conduct regularly scheduled internal audits of petty cash and change funds in conjunction with the Student Assistants.
· Review resale inventory audit reports for accuracy and compare to internal audit of resale counts and carrying values.
· Analyze resale inventory audit results with adjustments, purchases, sales, and transfers; prepare journal entries to record adjustment to resale inventory and costs of goods sold.
· Service dishonored customer payments; send notifications to customer, record transaction and fees, and request “Hold” status on student records as necessary.
· Provide information and training to managers of ASI programs and services regarding account balances, transaction information, and use of Accounting resources.
· Explain ASI policies and procedures relevant to conducting financial transactions and managing fixed asset inventory.
· Serve as back-up to Accounting Technician II (Accounts Receivable and Point of Sale) per direction of the Coordinator II – Accounting.
· Prepare journal entries for reconciled sales and deposits.
· Analyze and report deposit variances to area managers.
· Verify refund claims, prepare payment requests for authorized approval, and submit for refund check processing or transact credit card refunds.
· Assist the Coordinator II – Accounting with month-end process and annual closing of the books.
· Participate and assist with external audits as necessary.
· Reconcile sales tax and prepare remittance payment request forms per the CDTFA’s reporting schedule.
· Ensure revenue and deposits are recorded in proper periods.
· Download daily banking transactions.
· Develop and execute assessment of programs and/or services for areas of responsibility including but not limited to setting and implementing goals, evaluating outcomes and ongoing enhancement.
· Participate in the overall ASI assessment planning and goal setting.
Diversity and Inclusion
· Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures.
· Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI).
· Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments.
· Commit to continuous learning/improvement in DEI and cultural competence.
· Work with director to review department’s policies, procedures, & practices related to DEI and participate in addressing barriers identified.
Other Duties and Responsibilities
· Represent ASI on committees as appropriate.
· Attend and participate in meetings as necessary.
· Ensure continuous professional development.
· 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.
This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7-year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position.
· Hourly Rate: $25.12 – Starting Rate (Pay Range: $25.12 – $35.17)
· Premium Overtime: Yes
· Shift Differential: Yes
· Medical Insurance
· Dental Insurance
· Vision Insurance
· Life Insurance
· Long Term Disability Insurance
· Public Employees’ Retirement System (CalPERS)
· Social Security (FICA)
· Paid State Holidays
· Vacation Time
· Sick Leave
· Personal Holiday
· Birthday Holiday
· Worker’s Compensation Insurance
· Unemployment Insurance
Date of Last Equity Review: 1/1/2022
Date revised: 2/2/2023
To apply for this job please visit www.asi.calpoly.edu.