Accounts Payable Specialist

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union - Unit 7

Job Classification: Accounting Technician II

Anticipated Hiring Amount: $3,688 - $4,395 per month

Work Hours: Monday – Friday 8:00am-5:00pm

 

THE DEPARTMENT

The Financial Services department provides the following services to the University: general accounting and financial reporting, disbursements, third party billing/accounts receivable, external audit coordination, tax compliance, student aid accounting, cash receipts/cashiering, cash flow and investment management, PeopleSoft Finance, and capital asset accounting and reporting. The Accounts Payable department is an organizational unit within University Accounting Services, responsible for ensuring that disbursements are made in accordance with applicable laws, regulations and policies set forth by the State Controller’s Office, CSU Chancellor’s Office, and other state and federal agencies. The unit also maintains oversight and administration of the campus travel program and Corporate Travel Credit Card Program. The department must comply with appropriate state and federal tax reporting requirements. The Accounts Payable department works closely with General Accounting and Procurement Services. The department also communicates with on campus personnel and outside vendors on a regular basis to ensure payment processing is accurately performed and in alignment with all applicable policies and procedures. The Accounts Payable department plays a key role in the operations, enhancement, and upgrades to the campus PeopleSoft and Concur systems, as well as the forthcoming Procure-to-Pay implementation.

 

DUTIES AND RESPONSIBILITIES

• Audit purchase order invoices to determine matching rule requiring departmental approval prior to payment. Examine invoices against purchase orders for accuracy of line items, unit prices, payment terms, sales/use tax, income tax withholding, and freight charges. Review available balances on purchase orders in the PeopleSoft financial system to determine availability of encumbrances.
• Prepare authorized Direct Pay transactions and travel expense claims for payment processing. Review documents for authorized signature and proper funding sources that adhere to University and State standards, regulations, policies and procedures. Analyze Direct Pay transactions and travel expense claims for correct and complete expenditure documentation.
• Verify and calculate all extensions and totals on invoices; including calculate available discounts and proper sales and use tax for all payments. Evaluate tax liability on all payments to determine if state and/or federal taxes must be reported or withheld.
• Identify and isolate problems or discrepancies with vouchers, receivers, purchase orders or payable application; including, but not limited to, supporting documentation, funding sources, authorized signatures, and conflicts with policies or procedures. Plan a course of action to remedy the problems or discrepancies found, which may include contacting Procurement Buyers, campus departments, or vendors to recommend alternatives or changes necessary to process payment in a timely manner
• Determine document compliance with vendor data record information, including sending the request for data to new or pre-existing vendors. Assign vendor codes, create control groups, and enter information into the PeopleSoft financial system for voucher creation and payment processing.
• Review for payment requests which include deposits and ensure pre-approval is obtained before payment processing. Audit vendor accounts to determine status of vouchers and make corrections necessary for prompt payment.
• Audit system generated file copies of checks to validate correct remittances and vendor payment information prior to mailing. Coordinate appropriate enclosures and payment information.
• Opens, reviews, and prioritizes incoming mail on an as needed basis. Attend department meetings and assist with training the campus community regarding Direct Pay, PO and Travel policies and procedures when needed. Analyzes and interprets financial system data; generating queries and reports to validate data integrity and accuracy. Serves as liaison with university vendors regarding payment practices and procedures.
• Assist with the compilation of year-end expenditure accruals. Assist with campus financial system testing, including the PeopleSoft Accounts Payable module, to ensure all implementations and upgrades function as designed and in alignment with campus practices.
• Perform other duties and responsibilities as assigned by the Accounts Payable Coordinator, Accounts Payable Manager, Director of University Accounting Services and/or by the Associate Vice President of Financial Services/Controller to meet the operational needs of University Accounting Services and the University; which may entail research, assisting with the modification and documentation of department and university procedures, implementation of various systems to enhance the effectiveness and efficiency of department and university operations, serve as a resource to the campus community regarding accounts payable related inquiries and issues, preparation and submission of journal entries for accounts payable related corrections and additional analysis/identification/preparation of accounts payable related activity.

 

QUALIFICATIONS

• Equivalent to three years of progressively responsible financial record-keeping experience which has provided the below knowledge and abilities.
• Any equivalent combination of education and experience which provides the required knowledge and abilities
• Thorough knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices.
• In addition to the Accounting Technician I abilities, must be able to apply accounting procedures and practices to the analysis of basic accounting problems; analyze and interpret accounting data; apply problem solving techniques in finding solutions to basic accounting problems; understand and apply applicable rules, regulations, policies, and procedures; use current computer word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems, such as student accounting, cashiering and student financial aid; work independently; and make sound decisions and recommendations regarding accounting activities.

 

Preferred Qualifications

• Experience in a higher education environment; university/non-profit setting using PeopleSoft applications is preferred.

 

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success. We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community. More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website.

 

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/.

 

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/ .

 

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

 

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code.  The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations.  For more information, go to https://www.cpp.edu/eoda-hr/departments/hrpar/coi.shtml.  

 

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.

 

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $3,688 and maximum $6,122 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.

 

Reasonable Accommodation 

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at [email protected]. For more information, go to Employment Notices.

 

EEO

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status.  We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.