Accounting Manager

Job Description

Job Description

Work Schedule: Monday through Friday; weekend and evening hours as needed to meet business need; hybrid eligible

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 $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 Associate Director of Financial Services, the Accounting Manager is responsible for managing and monitoring the work performed by the General Accounting unit of the Financial Services Department. This position is responsible for the proper accounting and financial reporting of all funds of ASI.

ESSENTIAL DUTIES

General Accounting Management and Financial Reporting

• Oversee general accounting functions, including but not limited to bookkeeping, review and postings of general ledger transactions, inter-fund transfers and paybacks, subsidiary ledger posting and reconciliation to the general ledger, and chart of accounts maintenance.
• Responsible for the proper accounting and financial reporting of all funds and ledgers.
• Responsible for the timely monthly and year-end closing processes, including financial reviews, and account analysis.
• Responsible for proper payroll entry into the general ledger and the oversight of reconciliation.
• Ensure expenditures comply with ASI, CSU and State policy and procedures.
• Ensure timely and accurate submission of ASI data reports to campus, state, and federal governments.
• Ensure financial transactions conform to ASI, CSU and State regulations and making necessary corrections.
• Oversee cash analysis, cash flow planning, and ensure availability of funds in bank account, as needed.
• Oversee fixed assets, including inventory of fixed assets and depreciation and amortization of fixed assets, and reconciliation of fixed asset subsidiary ledger to the general ledger.
• Provide reports, including but not limited to, income statements, balance sheet, P&L, etc. for stakeholders (BOD, ASI Leadership, budget managers, University, etc.) with information on current state of finances as well as needed projections
• Perform regular account analysis and financial projections to ensure accuracy in account balance, transaction recording, and financial reporting.
• Transition the coordination of internal and external audits and advisory reviews over course of first year
• Coordinate tax preparation with accounts payable management to prepare tax forms including but not limited to Forms 1099, quarterly use tax/sales tax filing, etc.
• Responsible for the development, analysis, implementation, enforcement, and documentation of policies and procedures impacting the General Accounting unit.
• Recommend and implement improvements as they relate to the General Accounting, Accounts Payable, and Accounts Receivable units.
• Provide guidance on and conducts research to ensure compliance with all policies and applicable regulations.
• Understand, implement, and interpret policies and regulations to students, faculty, staff, external agencies, and the public.
• Provides assistance on compliance with reporting requirements of the University, CSU and regulatory agencies.
• Prepare, disseminate, and ensure training of new policies and procedures within the unit and to the ASI community.

Supervisory Responsibilities

• Responsible for recruitment, supervision, training, development, performance management, and guidance as needed to unit personnel, setting goals, and preparing evaluations of their performance, and cross-training to effectively work towards a cohesive, collaborative, and synergistic team.
• Ensure assigned operations in these units are carried out in accordance with established policies and procedures based on organizational goals and generally accepted accounting standards.
• Manage the team to ensure that work is properly allocated and completed in a timely and accurate manner and guide overall units’ priorities.
• Supervise the (1) PT Accounting Supervisor, (2) PT Lead Accounting Assistants, and (2) PT Accounting Assistants.

Other

• Actively engage as an organizational 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
• Performs other related duties as assigned

MINIMUM QUALIFICATIONS

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

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of auxiliary accounting methods and related rules, regulations, and procedures.
• Thorough knowledge of generally accepted accounting principles and practices and proven ability to establish proper internal controls and procedures.
• Considerable knowledge of accounting theories, statistical and research methods, and fiscal reporting.
• Considerable knowledge of audit and tax requirements and preparation.
• Ability to utilize problem-solving techniques to evaluate complex accounting problems, understand and apply applicable rules and regulations.
• Knowledge and ability to develop and implement effective and efficient processes, procedures, and solutions.
• Ability to plan, direct, and review a variety of accounting and related activities and meet important deadlines.
• Ability to analyze financial and statistical data and prepare comprehensive financial reports with a high level of accuracy.
• 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 develop, recommend, and evaluate solutions.
• General knowledge of the principles of personnel management and supervision and ability to effectively utilize management skills.
• Ability to change priorities when needed to meet changing and overlapping deadlines.
• Demonstrated 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.
• Knowledge of Great Plains 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. -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