Accounting Assistant II - Accounts Payable
University Enterprises, Inc. (UEI) at Sac State is seeking an Accounting Assistant II- A/P for our Business Services Division. Business Services oversees and manages the business and financial operations of University Enterprises, Inc. (UEI). The primary functions of the department include preparing and processing financial and business transactions, bank account reconciliation, purchase orders, monthly, quarterly, and year-end financial statements, and corporate and other tax forms.
UEI offers an excellent benefits package which includes:
• Participation in CalPERS Retirement Program
• Paid Vacation Time – starting at 6.66 hours accrued/month
• Paid Sick Time – 8 hours accrued/month
• Paid Holidays – 13 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed plus one personal day.
• Excellent medical benefits – 100% employer paid medical & dental for employee-only coverage and low cost for family coverage
Apply by 10/29/2021.
Pay Rate: $2,908 - $4,363 per month
Position Overview:
The Accounting Assistant II-A/P performs a variety of accounting and record keeping assignments in accounts payable. The position audits purchase orders, invoices and other source documents for accuracy and completeness; processes invoices for payment; performs account reconciliations. Backs up the Senior A/P Accounting Assistant in their absence. The position reports directly to and receives general supervision from the Accounts Payable Supervisor.
Duties & Responsibilities:
• Creates disbursement batches for Sponsored Programs on a weekly basis including payables for travel claims and advances, check requests, purchase orders, invoices, reimbursements, dues, subscriptions, and stipend payments. Ensures all have authorized approvals and supporting documentation following company policy. Reviews batch for accuracy of input.
• Prepares immediate checks and prints weekly machine checks.
• Researches, analyzes, and resolves complex payment and vendor issues in response to queries.
• Interacts with multiple parties both verbally and written in a professional manner maintaining confidentiality of information.
• Maintains accounts and files to ensure payments are current and accurate such as verifying electronic files are saved correctly, merchant accounts accurately recorded, and stipends issued timely.
• Processes incoming forms such as W-9, credit applications and vendor information verifications. Maintains confidentiality of organizational information.
• Runs EDD reports and prepares DE542 form weekly.
• Prepares accounting reports using computerized spreadsheet application when required.
• Reconciles various general ledger accounts monthly/quarterly and prepares journal entries.
• Maintains vendor file integrity and vendor database including attaching scanned supporting documentation to the appropriate subsystem. Keeps an up-to-date record of IRS TIN/SSN match. Files all credit applications, A/P reports and tax related information.
• Acts as a backup for Sr. Accounting Assistant as required.
• Works with various stakeholders to improve the A/P process, controls, and analysis.
• Performs general clerical duties as required.
Minimum Qualifications:
• Associates degree in Business Administration, Finance, Accounting, or a related field or equivalent combination of education and/or work experience.
• Demonstrated knowledge of the methods, practices, and terminology of financial and statistical record keeping including compiling disbursement documentation, obtaining appropriate authorization, data entry, accrual accounting entries, basic accounting principles, and mathematics and statistics.
• Demonstrated ability to perform a variety of financial and statistical record keeping of average difficulty. Ability to monitor and update accounts payable and receivable records, quickly and efficiently.
• Demonstrated experience with word processing, spreadsheets and computer systems software related to financial record keeping. Ability to operate a 10-key numeric keypad by touch and use a computer in the development and maintenance of financial records.
• Self-directed with the ability to plan, organize, coordinate, and perform work independently, function in a detail-oriented capacity, and respond effectively and with flexibility to changes in priorities and deadlines.
• Demonstrated ability to prepare, review, and analyze information; and to effectively communicate with all levels of employees and/or customers to obtain or exchange information while showing professional demeanor and exercising tact and good judgement. Ability to maintain cooperative and collaborative working relationships.
• Demonstrated ability to evaluate fiscal record keeping problems and work with others to resolve them.
• Excellent interpersonal, oral, and written communication skills with the ability to clearly express ideas and recommendations orally and in writing in English.
• Must be fingerprinted and pass a background check. Must continue to meet the established standards.