Accounts Receivable Supervisor

Work Schedule: 15 –20 hours a weeek; Monday through Friday; weekend and evening hours as needed to meet business need; hybrid eligible

OVERVIEW

Associated Students, Inc. employs student-focused professionals with equity-mindsets. Established in 1963, ASI is a non-profit corporation guided by a student board and managed by full-time professional staff.  ASI is considered 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 27,000 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 is engaged in the work of being a learning organization. Currently, the guiding ideas of the organization are “under construction” as the team re-imagines its vision, mission, and core values. ASI is looking for dynamic team members who value team learning, co-creation, and adaptability to best serve the needs of our 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, and its vision will be co-developed through the teamwork of staff. With a commitment to learning, continuous improvement, and innovation, ASI is looking for a dynamic team member who supports team learning, co-creation, radical candor, psychological safety, growth mindset, and lives 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 $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 general supervision of the Accounts Payable & Receivable Manager, the Accounts Receivable (AR) Supervisor provides oversight of organizational cash handling protocols, and accounts receivable processing, reporting, training, and supervision.  The AR Supervisor stays current with relevant policies of the University, CSU, and regulatory agencies, supports the development and updates of all accounts receivable documents and training materials, and supports regular training to educate staff and accountholders. This position provides oversight of the review and reconciliation receipt transactions in accordance with applicable policies and procedures.

An ideal candidate will be interested in learning about various policies and procedures, exercise independent judgement to interpret and apply such policies and procedures, be able to explain and enforce these standards to others yet remain client-centered to achieve high customer satisfaction.  

ESSENTIAL DUTIES

Accounts Receivable Support

• Support the effective training and development of the accounts receivable assistant team to provide excellent timely, accurate accounts receivables deliverables
• Assist with developing, implementing, maintaining, and evaluating processes and systems which support effective accounts receivable responsibilities
• Provide oversight for the preparation of account reconciliations and related reports as needed
• Provide oversight for vault management, petty cash handling, daily bank deposits, periodic cash audits and support for making change for ASI service desks
• Provide oversight for the preparation, processing, issuance, tracking, and collection of organizational business invoices including but not limited to facility reservations, philanthropic donations, etc.
• Works closely with accounting unit to provide monthly accounts receivable aging reports and reconcile subsidiary ledgers to the general ledger
• Assist with developing and delivering accounts receivable related training including but not limited to cash handling, deposits, preparing for invoices, and reconciliations 
• Stay abreast of finance related state, CSU, University, and ASI policies and guidelines and provide updated training for the accounts receivable assistant team, as needed
• Provide oversight for data entry tasks and financial reports as needed 

Supervisory Responsibilities

• Supervise, recruit, hire, train, guide, and evaluate the (2) AR Assistants
• Provide oversight and support cross-training to effectively work towards a cohesive, collaborative, and synergistic team
• Supervise the work of the team to ensure that work is properly allocated and completed in a timely and accurate manner and guide the priorities of the unit 

Other Duties

• Actively engage as a department leader in all ASI team learning and training as well as ASI and University meetings, task teams, and committees  
• Role model the behaviors of ASI core values, constantly challenging one’s mental models as an active learner 
• Prepare audit items and reports as requested
• Assist in the preparation of financial services department budget request items
• Assist with other special projects, initiatives, enhance current systems or develop new systems to assist with departmental operations
• Perform other related duties as assigned

QUALIFICATIONS

• Minimum education includes at least 6 credit hours from the following courses; (*can substitute a year of experience per course)

• ACC 207/A Financial Accounting for Decision Making
• ACC 208/A Managerial Accounting for Decision Making
• ACC 311 Intermediate Accounting I
• FRL 300 Managerial Finance I
• FRL 301 Managerial Finance II
• CIS 310 Management Information Systems
• TOM 302 Managerial Statistics
• MHR 301 Principles of Management
• FRL 367 Corporate Finance Theory
• FRL 404 Financial Modeling
• ECO 201 Principles of Economics
• FRL 460 Commercial Banking

• One year of experience in accounts receivable transactions such as billing, cash handling and reconciliations, journal entries, and AR aging, required 
• Six months of demonstrated experience leading others including but not limited to training, guiding project work, and/or supporting others in a similar role, 
• Demonstrated ability to analyze and interpret financial data sufficient to reconcile ledgers and generate financial reports, as needed
• Strong interpersonal skills to establish and maintain effective relationships with staff and customers 
• Skills in prioritizing tasks and ability to coordinate workflow to comply with deadlines and competing priorities in a timely manner under pressure of deadlines and heavy workload
• Skills in working independently and following through on assignments with minimal direction
• Skill in systematically organizing material and information to optimize efficiency and minimize duplication of efforts using computer technology
• Analytical skills to anticipate potential problems or sensitive situations, recognize relevant factors, and present viable alternatives or solutions
• Demonstrated ability to work as part of a team and collaborating with colleagues
• Ability to operate and working knowledge of windows software such as Microsoft Excel, Microsoft Access, and Microsoft Word
• Ability to satisfactorily complete a background check (including a criminal records check)

 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 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.

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

Frequently required to sit, talk and hear; manual dexterity, eye-hand coordination and verbal communication; use of office equipment: computer, printer, telephone, calculator, copier and fax. Must be able to walk, stand, bend and lift up to 25 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