Job description

• JobID: 296

Position Type:
Accounting/Accounting Assistant

Date Posted:
7/27/2022

Location:
San Jose, CA

ACCOUNTING ASSISTANT I
POSITION DESCRIPTION
Job Title: Accounting Assistant I
Department: Accounting and Finance
Supervisor: Manager, Accounting and Financial Reporting
Location: Student Union
FLSA Status: Non-Exempt
Grade: 3 Compensation: $19.59 - $29.87

The Student Union, Inc. is a 501(c)(3) nonprofit auxiliary that maintains three major facilities at San José State University in downtown San José, California. These facilities include the Diaz Compean Student Union Building, the Provident Credit Union Event Center, and the Spartan Recreation and Aquatic Center. The Student Union, Inc. functions as part of the Student Affairs Division on campus, and is governed by a Board of Directors made up of a student majority, faculty, and administrators.

Mission
The Student Union, Inc. of San Jose State University supports the development, growth, and well-being of students and the campus community by providing diverse programs, desired services, and quality facilities to enhance the collegiate experience.

Job Summary
The Accounting Assistant I is responsible for providing finance and accounting support and oversight of the Club Sports program by recording, classifying, verifying, and reporting transactions for all Club Sports team accounts, and IRA fund account. These responsibilities include receiving, recording, and preparing Club Sports cash deposits, issuing payment receipts to Team Treasurers, recording financial transactions, tracking team and fund balances via spreadsheet, preparing and processing payment authorization forms and expense reports, working with Club Sports Treasurers, Club Sports Presidents, and Club Sports Office Staff to make sure all financial transactions are recorded and processed in a timely fashion, investigating and correcting errors in financial records, reconciling account balances to Student Union records, and ensuring compliance with all Student Union and Club Sports policies.

This position reports to, and receives supervision and direction, from the Manager of Accounting and Financial Reporting.

Essential Functions and Tasks
? Assists and supports the Club Sports Program with financial transactions to ensure proper procedure and financial reporting.
? Handles cash and cash related transactions, issues payment receipts, maintains records of team deposits and balances cash funds, enters cash transactions in ledgers and reconciles
cash reports, prepares bank deposits, issues Club Sports credit cards, tracks club sports credit card expenditures, and processes Club Sports payments and refunds with special attention to G/L coding.
? Ensures proper cash handling procedures and controls are maintained.
? Performs monthly and quarterly petty cash reconciliations
? Creates and maintains files necessary to track Club Sports account balances by team and fund.
? Provides reports on account balances by team and fund regularly to the Club Sports Supervisor to assist with program accountability and tracking.
? Prepares and initiates Club Sport payment authorization forms and expense reports with special attention to G/L coding.
? Reviews discrepancies by checking all possible sources of disagreement, reconstructing probable actions, and recognizing the effect on other accounts; prepares corrective documents as required.
? Provides support to other Accounting positions as needed: Assists Accounts Receivable by processing invoices and applying customer payments and assists Accounts Payable by processing vendor invoices and recording disbursements.
? General Accounting: Assists with G/L account reconciliation and month-end closing, other ad hoc projects, specifically relating to Club Sports accounts.
? Prepares statements and reports that require utilization of a variety of sources and programs.
? Processes documents and uploads files to meet the Student Union monthly deadlines.
? Processes travel documents for Club Sports programs and staff. Verifies and enters department account budgets.
? Reconciles Club Sport accounts to locate and correct errors or ascertain reasons for imbalance.
? Reconciles various expenditure reports to source documents; distributes and files financial documents and reports.
? Operates financial management and/or accounting software and other computer systems or applications.
? Identifies and notifies the manager of potential discrepancies or violations of generally accepted accounting and financial management practices and procedures.
? Other duties as assigned.

Knowledge, Skills and Abilities (KSAs)
? Strong organizational skills and the ability to coordinate, organize and prioritize projects with attention to detail, and to compile, prepare, write, and review reports.
? Ability to multitask and communicate well with individuals of all backgrounds.
? Strong service orientation, sound judgment and decision-making, critical thinking, developing original ideas, creative problem-solving skills in a varied and challenging environment.
? Demonstrated interpersonal skills and the ability to work effectively across the organization, internally and externally.
? Requires strong verbal and written communication skills.
? Ability to manage time, work independently, establish work priorities and prioritize key tasks, and meet deadlines while utilizing sound judgment in performing duties.
? Ability to analyze and solve problems.
? Knowledge of cash management principles and/or procedures and cash handling skills.
? General knowledge of accounting procedures and practices.
? Account reconciliation skills.
? Ability to prepare financial reports.
? Experience in computer applications such as: Google Suite (Gmail, Docs, Slides, Sheets, Forms, etc.) Microsoft Office (Word, Excel, PowerPoint, etc.).
? A proactive approach to accomplish tasks and team objectives.
? Attention to detail with work product and excellent data entry skills.

Physical Demands and Work Environment

? The position works in a wide variety of environments including a typical office.
? The physical demands of this position are described below.

• Sitting, walking, twisting, bending, climbing, pulling, pushing, squatting, crawling, kneeling, balancing, reaching, and coordination (eye, hand, foot).
• Stand and/or view a computer screen for an extended period of time (6 to 8 hrs).
• Fall (Slip, Trip) Conditions that result in falls (impacts) from height or traditional walking and playing surfaces.
• Lifting and carrying, occasionally 10-25lbs. o Hearing and speaking to exchange information in person or on the telephone
• Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator.

? In general, the position works a schedule based on business needs 9 a.m. - 5 p.m.,
Monday - Friday, may work evenings, weekends, and holidays as required.

Minimum Qualifications
? Requires a minimum of 6 months experience performing relevant accounting, financial, or clerical duties.
? High school diploma or GED.
? Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.
? Ability to multitask, collaborate and communicate well with individuals of all backgrounds in a fast-paced environment.
? Excellent data entry skills.
? Comprehensive knowledge of Microsoft Excel.

Preferred Qualifications
? AA or BS/BA in Accounting or a related fields preferred
? Two years of general clerical, financial, technical accounting, or bookkeeping experience which included cash handling
? Ability to follow through and meet deadlines consistently and for a variety of tasks.
? Attention to detail with work product and data entry responsibilities.
? Demonstrated collaboration skills and the ability to work as a critical member of a team.
? Customer service and interpersonal skills.
? Ability to learn, follow, and explain Student Union and university guidelines and policies related to fiscal transactions.
? Experience working in an educational or financial setting. Commitment to the Student Union, Inc.

Core Competencies
? Fiscal Management - Conducts operations in a fiscally sound manner while contributing to the budget process. Maintaining efficient and effective budget reconciliations and may pull data for reporting purposes. Understands implications of budget and makes recommendations for solutions.
? Leadership & Supervision - Partners with team members or leads internal teams to maintain effective work relationships with people from diverse backgrounds; Maintains dignity and self-control in difficult situations; Supervisory responsibilities may include planning, assigning, and directing work; resolving issues in a way consistent with corporate policies.
? Productivity and Quality of Work - Strives for accuracy and thoroughness; displays commitment to excellence and customer service; looks for ways to improve and promote quality within own work; applies feedback from manager and others to improve performance; monitors own work to ensure quality.
? Communication and Collaboration – Acts & behaves in a manner that reflects respect, courtesy and civility, appreciation, empathy, trust, inclusion and consultation. Establishes and maintains effective work relationships; Understands lines of reporting, responsibility, and accountability. ? Diversity, Inclusion and Interaction - Values and respects diversity and individual uniqueness and recognizes the strength these factors bring to the Student Union and SJSU community and learning environment.
? Planning and Results - Works on activities to meet Student Union priorities and timelines; works with manager to prioritizes multiple demands for commitment of time, energy and resources; adapts to changing priorities, situations and demands; integrates changes to support the business.
? Creativity and Innovation - Works with manager to engage in creative problem solving; thinks “globally”; receives suggestions on how to re-engineer processes; is open and receptive to change and new ideas within the guidelines of the institution.
? Compliance for Law, Policies and Codes, and Issues Related to Safety and Risk - Adheres to compliance laws, policies and codes related to not- for-profit corporations, facility safety and concerns, as well as state and CSU mandates. Implements procedures to identify and correct potentially hazardous or unsafe working conditions. Mitigates risk where appropriate through knowledge of policies and procedures.

Equal Opportunity/Affirmative Action
The Student Union of San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).

Reasonable accommodations will be provided for applicants with disabilities who self- disclose.

Background Check and Fingerprinting
Student Union employees are required to undergo and complete a successful background check that includes verification of employment and education, as well as a check of criminal records for employment. Candidates for positions where the employee will come in regular contact with minors and cash management will be required to be fingerprinted. This policy includes emergency hires and may also be applicable to volunteers depending on the work they will be doing. In some cases the background check will include a credit check and/or a Department of Motor Vehicles check, as well as a check of licenses and certificates when applicable. All background checks are conducted through the Student Union third-party vendor, Accurate Background.

NEITHER SJSU NOR SU, INC ARE A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (E.g. H1-B VISAS)

California Child Abuse and Neglect Reporting Act
All Student Union at San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Job Type: Full-time

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