Lead Accounting Assistant PTS

Work Schedule: 15-20 hours per week; shifts based on operational need of the organization. This position will be working on campus. Eligible for hybrid work.  

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 direct supervision of the Accounting Supervisor, the Lead Accounting Assistant plays a pivotal role in coordinating and overseeing the activities of the Accounting Assistants. This position involves a higher level of responsibility, including supervisory duties, advanced accounting tasks, and collaborate focuses on ensuring accuracy in financial documentation, supporting budget management, and aiding in the preparation of financial reports under the guidance of the Accounting Supervisor. 

ESSENTIAL DUTIES

•    Supervise and guide the work of the Accounting Assistants, ensuring effective allocation and completion of tasks.

•    Train and develop the Accounting Assistant team, fostering a collaborative and efficient work environment.

•    Coordinate cross-training within the team to enhance versatility and depth of knowledge.

•    Oversee and participate in more complex accounting tasks such as detailed account reconciliations, financial analysis, and report preparation.

•    Assist the Accounting Supervisor in reviewing and approving subsidiary ledger transactions and general ledger postings.

•    Provide input and assistance in the development and implementation of accounting processes and systems.

•    Work closely with the Accounting Supervisor to align team activities with departmental goals and priorities.

•    Serve as a point of contact for Accounting Assistants, addressing queries and providing guidance on accounting procedures and policies.

•    Collaborate with other units within the financial services department to ensure cohesive operations.

•    Assist in the preparation of audit items and financial services department budget request items.

•    Engage in special projects and initiatives, contributing to the enhancement of departmental operations.

•    Perform other related duties as assigned, demonstrating flexibility and adaptability to changing needs.

QUALIFICATIONS

•    Completion of a minimum of 8 units of accounting coursework required; major in Accounting or Finance strongly preferred.

•    Minimum 6-12 months of leadership experience required

•    Ability to maintain confidentiality and exhibit a diplomatic, professional demeanor at all times.

•    Proficiency in operating office workstations and using word processing, spreadsheet, and other relevant software applications.

•    Ability to perform accurate, detailed work, particularly in financial accounting and reporting.

•    Demonstrated ability to work effectively with a diverse student population and campus community, promoting inclusivity and respect.

•    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 at least 16 years old and of legal status to work in the United States. In addition, the employee must be currently enrolled for at least 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 drop-add period, have a minimum 2.0 GPA (both Cal Poly Pomona and overall GPA) and be in good 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 and winter semesters and for students who have applied for graduation for the current semester.    

WORK ENVIRONMENT 

While performing the duties of this job, the employee is frequently required to sit, talk and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift to 45 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