Student Accounting Representative (533369)
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union - Unit 7
Job Classification: Accounting Technician II
Anticipated Hiring Amount: $3,512 - $3,688 per month
Work Hours: Monday - Friday 8:00 am-5:00 pm
Student Accounting and Cashiering Services (SACS) is responsible for administrating and overseeing student accounts. This includes the accurate posting of charges for tuition and fees, housing, parking, etc., through the PeopleSoft Financials Module, as well as payment posting via the Cashnet System. This includes accurately calculating tuition, registration, housing, parking, and other fees. SACS is responsible for ensuring payments are processed accurately and promptly, 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 applications, and short-term loans. Other duties include disbursing student assistant payroll, staff master payroll, student refunds, student accounts audits, etc.
SACS works closely with the Financial Aid Office and the Registrar's Office to ensure that financial aid and enrollment disbursement 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 comply with Federal and State regulatory requirements including privacy, adherence to payment card industry standards and that all accounting functions are up to par with the generally accepted accounting principles and applicable government accounting standards.
DUTIES AND RESPONSIBILITIES
- Responsible for assisting with the day-to-day cashiering functions. Must be able to accept payments through the Transact System, understand and be able to explain People Soft Student Accounts to students who come into the office or call with questions. Must place or remove negative service indicators when applicable.
- Provides excellent customer service by answering phones and e-mail inquiries pertaining to Student Accounting & Cashiering Services (SACS). Has knowledge and understanding of the PeopleSoft Student Financials System in order to assist students with any issues pertaining to their student accounts. Is responsible for processing parking citations received through the mail. Is responsible for accepting payments, balancing deposits, and accounting for cash receipts for registration, parking, housing, etc.
- Oversees training and establishes procedures for cashiers regarding the sale of parking. Create, document, and update parking-related procedures and processes. Cashiering and Student Services - Performs cashiering duties by processing a high volume of related transactions. The incumbent accepts various payments and reconciles cash receipts for all processes related to the collection of payments through the Transact Cashiering System. Responsible for answering phones and log interaction in ServiceNow.
- Responsible for monitoring and providing direction to the cashiering staff in matters pertinent to the sale of parking. Is responsible for keeping the parking office and the staff abreast of changes specific to parking. Must ensure that proper pro-rations for the sale and refunding of parking are communicated to the staff and students purchasing parking. Is responsible for auditing and reconciling parking decal inventory. Is responsible for updating T2 for all 3rd party students who require parking and need to purchase it through the T2 system. Reconciles parking decals sold to the general ledger.
- Responsible for processing and reconciling Pay Stations and Pay-by-Phone.
- Processing 3rd party sponsors and waivers:
- Reviewing each contract and terms according to the rules and regulations
- Work with campus Employee and Organizational Development Advancement (EODA) to ensure employees and dependent tuition waiver documents are received and process timely.
- *Work with organizations and foreign entities to ensure payment authorization is approved such as Saudi, Kuwait, various US military branches, various Rehabilitation agencies, private entities - UPS, Verizon, Boeing, and others.
- *Process corporate/sponsor payments in Transact.
- *Audit sponsor accounts to ensure
- Back up in report and process IRS 8300 reporting of cash collections to the IRS.
- Works with the State Controller's Office(SCO) to establish new payroll deductions for Faculty and Staff. Is responsible for working with the SCO and Human Resources whenever any updates to payroll deductions are required. Must be up to date on all of the correct charges for the various bargaining units. Each bargaining unit has different payroll deduction requirements, and the incumbent must ensure those requirements are adhered to in relation to parking. Incumbent works with ASI, Foundation, Human Resources, and various internal constituents in tracking, processing, and reconciling monthly parking permits payments.
- Responsible for analyzing 1098-T reporting, understanding the form, how to explain its use and at the same time, be cognizant of the tax advice is not given.
- Responsible for making reasonable judgment to extend students past due holds or extend student payment deadline to allow student to register, request past due account from being sent to collection agencies.
- Responsible for testing Transact, PeopleSoft Student Financials and the various interfaces i.e., Student Financials to the General Ledger, 1098-T.
- Assists with SACS email correspondence; phone and log in ServiceNow of the calls. Assists with master and student payroll distribution processes.
- Assist with campus Open House, New student orientation, and the information table.
- Equivalent to three years of progressively responsible financial record-keeping experience which has provided the above 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.
- Ability to review financial documents for accuracy, completeness, validity, and adherence to standards; compute and post numbers rapidly and accurately; maintain files and records; identify, trace, and correct errors; follow directions; interpret and apply written rules and regulations; establish and maintain effective working relationships with others; exercise tact, courtesy, alertness, and good judgment in responding to others; 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; and read and write English at a level appropriate to the position.
- 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.
- Hands on experience with a computerized student accounting and cashiering system with high volume and complexity. Ability to work collaboratively in a team-oriented environment across organizational units and at different organizational levels. Ability to use interpersonal skills with tact, patience and courtesy.
- Must have exposure to internal control techniques as practiced in a university, or some other similar environments. Ability to maintain records and prepare reports. Knowledge of financial record-keeping techniques. Ability to meet schedules and timelines. Ability to communicate effectively both orally and in writing. Progressively responsible financial record keeping experience or a combination of education and experience that provides the required knowledge and abilities necessary to perform the job. Experience working in a higher education environment with a particular emphasis on PeopleSoft Student Financials. Cashiering experience as well as a background in student accounts. Cashiering experience a must as well as experience with CashNet, student accounts in PeopleSoft Student Financials. Must have excellent written, oral and interpersonal skills.
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/.
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. 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/.
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 .
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 $3,512 and maximum $5,830 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.
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.
Cal Poly Pomona is an Equal Opportunity 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 .
For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.
Closing Date/Time: November 23, 2023