Accounts Payable & Receivable Coordinator

Overview

Associated Students, Inc. (ASI) employs student-focused professionals with equity-mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation led by a 14-member board of elected student leaders. ASI is an auxiliary organization authorized by the California State University Board of Trustees to perform Student Life functions for Cal Poly Pomona students. ASI provides opportunities for student engagement, student leadership and employment, and a multitude of Student Life programs and services e.g., recreation and wellbeing, student union and activities, student government, clubs and organizations, food pantry, and childcare. The administrative and student support areas of ASI include human resources, financial services, information technology, facilities management, and marketing. ASI employs approximately 500 part-time students and 60 full-time staff members. ASI accepts the responsibility for conscientiously managing mandatory student fees and state-owned facilities: $18M annual operating budget, $5M annual debt service, approximately $24M in reserves, and 294,253 square feet of student space (student union, recreation center, and pool). ASI is in the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 28,000 students. 

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives by engaging every student. With a commitment to learning, continuous improvement, and innovation, ASI employs dynamic team members who support team learning, co-creation, radical candor, psychological safety, growth mindset, and live out equity, diversity, and inclusion practices. 

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 $18M non-profit 501(c)3 corporation while maintaining fiscal integrity, data accuracy, and compliance with CSU, University and ASI policies. 

POSITION DEFINITION

Under the general supervision of the Associate Director of Financial Services, the Accounts Payable & Receivable (AP/AR) Corodinator is responsible for oversight and coordination of accounts receivable and accounts payable operations. This position supervises and provides oversight of the work performed by the Accounts Payable and Accounts Receivable teams within the Financial Services Department.

ESSENTIAL DUTIES

• Oversee accounts payable operations to ensure timely, accurate, and compliant disbursements, including weekly disbursement requests, signature verifications, purchase order requests, cash advances, travel reviews, and monthly accounts payable reconciliation
• Assists with reviewing Agency account activities regularly to deactivate unnecessary accounts
• Facilitate training on disbursement policies, procedures, and forms, and facilitate training on compliant cash handling and accounts receivable policies, procedures, and forms 
• Oversee accounts receivable processes including AR aging, invoicing, cash handling, cash audits, bank transactions, and monthly accounts receivable reconciliation.
• Oversee the reconciliation of general ledger and subsidiary ledgers related to AP & AR. 
• Prepare correspondence and a variety of reports, as needed. 
• Responsible for the enforcement, and documentation of policies and procedures impacting the Accounts Receivable and Accounts Payable unit. 
• Recommend improvements as it relates to the Accounts Payable and Accounts Receivable areas to be reviewed and approved by the department-head, assist with implementation, as needed
• Assist with conducting research to ensure compliance with all policies and applicable regulations.
• Provides compliance assistance with reporting and audit requirements of the University, CSU and regulatory agencies.
• Assist with the preparation, dissemination, and training of new policies and procedures within the unit and to the ASI community.
• Assist with internal and external audit preparation. 
• Provides oversight for research and preparation for vendor 1099s working closely with the accounting unit to provide timely, accurate information 

Supervisory Responsibilities

• Recruit, select, train, supervise, coach, evaluate and develop the AP/AR Team. Including the (1) PT Accounts Payable Supervisor, (1) PT Accounts Receivable Supervisor, (5) PT Accounts Payable Assistants, (1) PT Accounts Receivable Assistants.
• In collaboration with the AD of Financial Services, ensures operations in these two areas are carried out in accordance with established policies and procedures based on organizational goals and generally accepted accounting standards. 
• Coordinates the team and reviews the work to ensure it is properly allocated and completed in a timely and accurate manner and guide overall units’ priorities.

Other

• Role model the behaviors of ASI core values, constantly challenging one’s mental models as an active learner 
• Performs other related duties as assigned

MINIMUM QUALIFICATIONS

• Bachelor’s degree from an accredited college or university in Accounting, Finance or a closely related field 
• Minimum two years of progressively responsible accounting experience, record-keeping, reconciliations, financial reporting, and training. 
• Minimum one years leading and supervising the work of others. 
• Experience in fund accounting preferred. 
• Experience within a university or nonprofit environment preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Working knowledge of corporate accounting methods and related rules, regulations, and procedures.
• Knowledge of generally accepted accounting principles and practices and proven ability to coordinate proper internal controls and procedures. 
• Working knowledge of cash management, disbursements, reconciliations, and financial reporting. 
• Ability to utilize problem-solving techniques to evaluate accounting problems, understand and apply applicable rules and regulations.
• Knowledge and ability to implement effective and efficient processes, procedures, and solutions.
• Ability to plan and coordinate a variety of accounting and related activities and meet important deadlines. 
• Knowledge of, or ability to quickly learn, CSU and ASI policies and procedures. 
• Possess analytical skills with the ability to identify and analyze issues to recommend, and evaluate solutions.
• Ability to change priorities when needed to meet changing and overlapping deadlines.
• Ability to communicate effectively, both orally and in writing, with diverse student, staff, faculty, and community members in a courteous manner with emphasis on customer service.
• Effective interpersonal skills with the proven ability to guide others in a highly collaborative manner.
• Must be able to establish and maintain effective working relationships within a diverse multicultural environment.
• Technical fluency with computer skills using standard office software (e.g. Microsoft Office Suite) and databases.
• Preferred Knowledge of GP or other ERP financial system
• Ability to work independently, use initiative and exercise judgment. 
• Ability to satisfactorily complete a background check (including a criminal records check)

WORK ENVIRONMENT

Frequently required to sit, talk and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, computer, calculator, copier and fax. 

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. 

BACKGROUND CHECK

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.

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