Accounting Technician II - Accounts Payable and Fixed Assets

Job Description

Job Description

Definition and Purpose

Under the direct supervision of the Coordinator II—Accounting, the Accounting Technician II (Accounts Payable and Fixed Assets) is responsible for accounts payable, vendor relations, initial review of purchase order requests, fixed asset accounting, assisting with resale inventory, providing quality service and accounting assistance to program managers, and assisting the Coordinator II—Accounting in accomplishing the functions of the Accounting department.

This position is based at the Cal Poly in San Luis Obispo, CA.

Requirements

Educational and Qualifying Experience, Skills, Licenses, Credentials Educational/License/Credential Requirements

• High school diploma, GED, or equivalent.
• Associates degree preferred.

Experience Requirements

• Minimum three (3) years of professional accounting experience, four (4) years preferred, that demonstrates the ability to perform the essential functions of the job.

Knowledge/Skill Requirements

• Working knowledge of correct English grammar, spelling, and punctuation.
• General knowledge of office methods, equipment, procedures, and practices.
• Knowledge of Windows-based computer systems, especially Excel
• Knowledge of computerized accounting software.
• Ability to communicate both orally and written.
• General knowledge of accounting principles, financial controls, and record-keeping practices.
• Strong analytical and problem-solving skills related to financial transactions and discrepancies.
• High attention to detail and accuracy in processing and auditing financial documents.
• Organizational and time-management skills to manage multiple priorities and deadlines.
• Ability to apply laws, rules and procedures related to governmental accounting practices.
• Ability to interpret and follow policy guidelines.
• Ability to understand and interpret financial reports.
• Ability to work independently and use initiative and judgment in analyzing and determining course of action.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.
• Ability to train, supervise, and support student employees.
• Ability to establish and maintain effective working relationships within a various population and with those from various cultural backgrounds, specific needs, or limitations.

Supervisory Responsibilities

• Supervise Accounting Services Student Assistants (Business Office).
• Create development plans, facilitate meetings, establish goals, and monitor day-to-day operations.

Essential Duties and Responsibilities Accounts Payable

• Review purchase order requests for final approval by Coordinator II—Accounting; verify appropriate documentation, legal and policy compliance, authorized signatures.
• Process payment requests and vendor invoices with supporting authorization and receiving documents on a daily basis.
• Establish and maintain positive relationships with vendors, process vendor credit applications, and respond to vendor inquiries regarding payment status
• Determine sales and use tax liability on purchases and ensure appropriate payment or accrual.
• Perform California nonresident withholding duties, including identifying applicable payments, calculating withholding, and completing required FTB filings.
• Conduct daily ACH and positive pay reviews in support of payment processing controls.
• Reconcile vendor statements, investigate discrepancies, and resolve outstanding balances.
• Monitor and analyze accounts payable aging reports, addressing old or unresolved items.
• Process and reconcile employee purchasing card (P-card) transactions, including credit limit exceptions and annual cardholder agreements.
• Train Accounting Student Assistants on A/P processing requirements.

Fixed Assets

• Maintain and manage the fixed asset subsidiary.
• Ensure that all fixed assets are properly identified and recorded in the fixed asset database.
• Educate program areas about the proper procedures for disposal of ASI and State-owned Assets.
• Ensure compliance with State-owned Asset guidelines and documentation requirements.
• Select asset sub-groups periodically for physical inventory.
• Reconcile results of physical inventories of fixed assets.
• Maintain complete and accurate fixed asset documentation.

General Accounting Services

• Educate ASI program and service areas on accounts payable and fixed asset related processes.
• Perform weekly bank deposits.
• Advise and assist program managers with accounting related transactions.
• Educate managers regarding policy, procedure, and legal requirements related to accounting services.
• Review financial transactions for accuracy and make correcting journal entries as necessary.
• Regularly analyze and assess accounting policies and procedures and make recommendations to improve efficiency, service, and internal controls.
• Provide back-up support for the Coordinator II—Accounting for A/P-related functions.
• Assist the Coordinator II—Accounting with month-end process and annual closing of the books.
• Participate and assist with the annual and external audits as necessary.
• Review payments for accuracy and legal compliance; ensure corrections are made prior to distribution of payments.
• Process cancellations of accounts payable and payroll checks for reissue.
• Assemble, verify, and code University chargeback transactions for payment approval.
• Prepare journal entries for monthly payables, payable estimates, recurring entries, and year-end adjustments to accurately record expenses in the proper accounting period.
• Perform monthly reconciliations of accounts payable and fixed asset related general ledger accounts and resolve discrepancies.

Assessment

• 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.

Other Duties and Responsibilities

• Represent ASI on committees as appropriate.
• 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.

Benefits

Salary Schedule

• Starting Hourly Rate: $27.70 per hour
• Hourly Pay Range: $27.70 per hour - $38.78 per hour
• Premium Overtime: Yes
• Shift Differential: Yes
• Non-Exempt

Benefits

• 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

Location: Cal Poly, San Luis Obispo, CA.

Date of Last Equity Review: 01/01/2022

Date revised: 2/24/2026

The Associated Students, Inc. is an Equal Opportunity Employer.