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Description: Type of Appointment : Full-Time, Probationary Collective Bargaining Unit : CSUEU - Unit 7 Job Classification : Accounting Technician III Classification Salary Range : $3,779 - $6,632 per month Anticipated Hiring Amount: $3,779 - $3,968 per month Work Hours : Monday - Friday 8:00am-5:00pm Recruitment Closing Date : June 19, 2023 THE DEPARTMENT Student Accounting and Cashiering Services (SACS) is responsible for the administration and oversight of student accounts. This includes the accurate posting of payments and charges for tuition and fees, housing, parking, etc. through the PeopleSoft Financials Module as well as payment posting via the Cashnet System. This includes ensuring that accurate tuition, registration, housing, parking, and other fees are accurately calculated. SACS is responsible for ensuring payments are processed accurately and timely, holds are placed on past due balances, and collection efforts are performed including the write-off of bad debt. Other responsibilities include student accounting such as reconciliation of financial aid, uncleared collections, mentor application, and short-term loans. Other duties include disbursement of student assistant payroll, staff master payroll, as well as student refunds, student accounts audits, etc. SACS works closely with the Financial Aid Office as well as the Registrar's Office to ensure that the disbursement of financial aid and enrollment are properly coordinated. In addition, SACS works closely with many of the areas on campus to ensure that monies are being properly collected and accounted for such as the Office of Continuing Education, Housing, and various other satellite offices that collect cash. SACS ensures that its activities are in compliance with Federal and State regulatory requirements including privacy, adherence to payment card industry standards, and ensures all accounting functions are up to par with the generally accepted accounting principles and applicable government accounting standards. DUTIES AND RESPONSIBILITIES The incumbent is responsible for processing all Financial Aid disbursements and refunds in excess of $100 million annually to the student account via the PeopleSoft Student Financials System. Must be knowledgeable of the rules and regulations in regard to third-party sponsorships, Federal, State, and Chancellor’s Office guidelines in regard to the disbursement of aid. Coordinates directly with the student to ensure that student information such as secure banking information is updated and corrected based on IT security and compliance. Distribution of paychecks for master payroll, student assistant payroll, as well as hourly, overtime, and shift differentials, and final settlements. The responsibility of this position is inclusive of updating distribution groups and authorization forms. Assists, students, faculty, and staff in regard to inquiries about their paycheck distribution. Works closely with the payroll office in regard to establishing notification and distribution times to faculty/staff and students. Ensures coverage to ensure timely distribution of payroll. Incumbent communicates established university policies and procedures to faculty, staff, and the general public, obtaining clarification from others when more extensive interpretation is required. Provides excellent customer service by answering phone and e-mail inquiries pertaining to both master payroll and student assistant payroll. Is responsible for outreach to staff and students pertaining to the distribution of payroll. As an example, students and/or staff who have not picked up their paychecks. The incumbent is responsible for the follow-up and distribution. Works closely with the lead in streamlining procedures through the use of technology. Is responsible for developing and use of a payroll report for the streamlined distribution of Master and Student payroll; Development and use of a barcode system to ensure the accurate distribution of Master and Student payroll. Is responsible for staff training on the use of the barcode system for payroll distribution. Is responsible for processing salary advances, and overpayments, and coordinating with the Cashier for deposits. Incumbent coordinates with Payroll department, and State Controller Office as needed to ensure reports and paychecks are delivered timely to be processed and distributed on time to staff, faculty, and students. Provide excellent customer service by answering phones and e-mail inquiries to all issues pertaining to SACS and Payroll distribution as well as responding to the SACS Chatbot and ServiceNow cases. Is responsible for outreach to staff and students pertaining to the distribution of financial aid refunds, general refunds as well as payroll. The incumbent is responsible for follow-up and distribution. Cashiering and Student Services - accept payments balancing payments taken in for cash receipts for registration, parking housing, etc. through the CASHNET cashiering system, must be proficient with the use of PeopleSoft Student Financials in order to assist students with any issues pertaining to their student account. Must be able to perform general cashiering duties including processing a high volume of cashiering-related activities. Responsible for making updates to the SACS website in Cascade. Assists with updating PS Student Financials (PS SF) by updating the tuition calculation tables, testing upgrades in PS SF, develops ad-hoc queries. Assists with the implementation of new systems such as Flywire International Refunds, Ocelot, and ServiceNow. Responsible for working with the various areas in Academic Affairs/Enrollment Management and CEU for ensuring that their requirements are met via PS financials, Cashnet, Web updates, etc. Assists with testing new releases, troubleshooting, generating, and developing queries based on the needs and requirements of the office and external areas such as CEU, the Registrar, Financial Aid, etc. Analyze and resolve data and system-related issues in conjunction with General Accounting, the Registrar's Office, the Financial Aid Office, Continuing Education, and other areas on campus. - Ensure the integrity of the applications and data stored in the system. Assists with technical aspects of the various processes in SACS such as: 1098-T’s - Internal Revenue Service’s requirements, policies & procedures, FTB - Runs processes, testing, and validating for submission to the State Franchise Tax Board, Write-off processes - works closely with the Collections area and Student Accounting to ensure the accuracy of the data. QUALIFICATIONS Four (4) years of progressively responsible financial record-keeping experience or its equivalent OR any equivalent combination of education and experience which provides the required knowledge and abilities. Comprehensive knowledge of financial recordkeeping methods, procedures, and practices; arithmetic; and general office procedures; thorough knowledge of governmental financial record-keeping methods; ability to apply accounting procedures and practices to the analysis of complex accounting problems; utilize problem solving techniques in finding solutions to complex accounting problems; understand and apply applicable rules, regulations, policies, and procedures; ability to interpret a wide variety of written rules and regulations; maintain accounting records for funds, programs, or activities involving multiple transactions; compile, verify, and reconcile financial data; prepare trial balances, financial statements, and reports; investigate and resolve errors and discrepancies; and read and interpret computer generated reports; operate standard office equipment; and read and write English at a level appropriate to the position. Preferred Qualifications Experience in a higher education environment Must be able to demonstrate experience in a multicultural multi-ethnic higher education environment and have experience with CMS PeopleSoft Student Financials. Have strong organizational skills and the ability to work independently. Strong customer service and problem-solving skills. Must have the ability to analyze financial transactions, trace, investigate and resolve errors and discrepancies. Must have comprehensive knowledge of financial record-keeping methods; procedures, and practices; arithmetic; maintain accounting records of funds; reconcile financial data and general office procedures. Able to maintain effective working relationships with staff/faculty, students, and constituents. Have good judgment, initiative and work independently to resolve unusual problems with cashiering and other system-related issues. Knowledge: Thorough knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices. Abilities: In addition to the Accounting Technician II 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. COVID-19 Vaccination Individuals who access in-person on- or off-campus University programs or activities are strongly recommended to follow the COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention and the California Department of Public Health and to follow any campus safety measures that may be recommended or required by Cal Poly Pomona to decrease the likelihood of COVID-19 transmission or illness and allow the core mission and activities of the campus to continue. The complete text of the policy may be viewed at COVID-19 Vaccinations and Other Safety Measures . 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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/ . Background Check Cal Poly Pomona will make a conditional offer of employment, 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 criminal conviction history, considering such factors 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. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf . I-9 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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents . Child Abuse/Neglect Reporting Act (CANRA) 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 CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/ . Smoking Cal Poly Pomona is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/ . Clery Act 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), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml . 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 ADACoordinator@cpp.edu . More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml . EEO Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to the pay transparency nondiscrimination provision and 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 covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf . Closing Date/Time: June 19, 2023