Associated Students Inc. at California State Polytechnic University, Pomona

Accounting Manager

• Support daily accounting transactions including ledger entries and reconciliations
• Supervise accounting assistant team
• Develop and deliver accounting-related training

Accounting Supervisor

Events

• Provide frontline support services including but not limited to general customer service, equipment setup and breakdown for all events held.
• Communicate and enforce event policies and operating procedures to effectively express expectations to customers using the facility.
• Provide a welcoming environment and ensure that all client’s event expectations are met in a positive manner.
• Respond to a variety of client and attendee inquiries, maintaining a high level of customer service.
• Refresh reservation spaces between events including vacuuming, wiping down furniture and emptying trash.
• Provide event support during events in ASI facilities including check-in, line management, signage, etc.
• Ensure the equipment inventory storage areas are clean, well-maintained, and organized.
• Assist with audio/visual setup and breakdown, including projectors, webcams, and power cables.
• Enforce rules and safety regulations regarding events using ASI facilities.

Event Assistant

Accounts Receivable

• Assist in preparing and processing invoices and billing statements for various organizational services, ensuring accuracy and compliance with established policies.
• Perform data entry tasks related to accounts receivable transactions, maintaining precise records of all receivables and billing activities.
• Support the reconciliation of receipt transactions, ensuring alignment with applicable policies and procedures.
• Contribute to the preparation of daily bank deposits.
• Assist in the preparation of monthly accounts receivable aging reports and support the reconciliation of subsidiary ledgers to the general ledger.
• Engage in the collection process for outstanding invoices, communicating professionally with clients and stakeholders.
• Assist in the maintenance and organization of accounts receivable files and documentation for easy retrieval and reference.
• Provide support in the development and implementation of accounts receivable policies and procedures.
• Assist and prepare Donation deposits.
• Assist in donations quarterly reconciliation with Cal Poly Pomona Philanthropic gift processing.
• Assist with front counter operations to include deposits and payments.
• Respond to queries and concerns related to accounts receivable in a timely and customer-focused manner.
• Work collaboratively with other departments to resolve billing discrepancies and provide necessary information.
• Assist in educating and informing staff and account holders about accounts receivable processes and procedures.
• Participate in training sessions and workshops related to accounts receivable functions, cash handling, and other relevant topics.
• Assist in the preparation of audit-related documentation and reports as requested.
• Contribute to special projects and initiatives within the Financial Services Department as assigned.
• Perform other related duties and participate in departmental meetings, learning programs, and committees as required.

Accounts Receivable Assistant

Accounts Payable

• Is responsible for processing disbursement requests, purchase orders, and procurement card transactions.
• Is responsible for entering payable transactions into the accounting system, ensuring accuracy and adherence to policies.
• Is responsible for preparing the batches for check printing, ACH, and EFT transactions under supervision.
• Maintain and update Vendor Data Records and assist in tax reporting requirements.
• Support the maintenance of accurate and complete financial records.
• Ensure compliance with financial policies, procedures, and regulatory requirements.
• Assist in the preparation of account reconciliations and financial reports as needed.
• Assist with resolving discrepancies in accounts and financial records.
• Participate in training sessions related to accounts payable processes and systems.
• Stay informed about updates in finance-related state, CSU, University, and ASI policies and guidelines.
• Collaborate with the accounts payable team to ensure effective and efficient processing of transactions.
• Support cross-training activities within the team.
• Provide administrative support such as filing, data entry, and handling inquiries related to accounts payable.
• Assist in the preparation of audit items and reports as needed.
• Participate in departmental meetings and training sessions.
• Contribute to special projects and initiatives as assigned.
• Perform other related duties as required.

Accounts Payable Assistant

• Accounts Receivable Support
• Support the effective training and development of the accounts receivable assistant team to provide excellent timely, accurate accounts receivables deliverables
• Assist with developing, implementing, maintaining, and evaluating processes and systems which support effective accounts receivable responsibilities
• Provide oversight for the preparation of account reconciliations and related reports as needed
• Provide oversight for vault management, petty cash handling, daily bank deposits, periodic cash audits and support for making change for ASI service desks
• Provide oversight for the preparation, processing, issuance, tracking, and collection of organizational business invoices including but not limited to facility reservations, philanthropic donations, etc.
• Works closely with accounting unit to provide monthly accounts receivable aging reports and reconcile subsidiary ledgers to the general ledger
• Assist with developing and delivering accounts receivable related training including but not limited to cash handling, deposits, preparing for invoices, and reconciliations
• Stay abreast of finance related state, CSU, University, and ASI policies and guidelines and provide updated training for the accounts receivable assistant team, as needed
• Provide oversight for data entry tasks and financial reports as needed
• Supervisory Responsibilities
• Supervise, recruit, hire, train, guide, and evaluate the (2) AR Assistants
• Provide oversight and support cross-training to effectively work towards a cohesive, collaborative, and synergistic team
• Supervise the work of the team to ensure that work is properly allocated and completed in a timely and accurate manner and guide the priorities of the unit
• Other Duties
• Actively engage as a department leader in all ASI team learning and training as well as ASI and University meetings, task teams, and committees
• Role model the behaviors of ASI core values, constantly challenging one’s mental models as an active learner
• Prepare audit items and reports as requested
• Assist in the preparation of financial services department budget request items
• Assist with other special projects, initiatives, enhance current systems or develop new systems to assist with departmental operations
• Perform other related duties as assigned

Accounts Receivable Supervisor

Operations

• Assist with the overall management of the Bronco Student Center (BSC) operations
• Assist with the recruitment, interviewing, scheduling and supervision of Operations staff
• Assist with development and implementation of operational strategies
• Assist with event setup communications and follow-ups
• Manages lost and found inventory and check-out equipment inventory
• Lead all policy enforcement and handle all incidents that may occur
• Provide emergency care and treatment as required, in a calm and effective manner, until the arrival of emergency medical services
• Present a professional appearance and attitude at all times, and maintain a high standard of customer service
• Notify proper authorities and full-time staff of all incidents, accidents, inquiries and emergencies
• Perform basic facility maintenance
• Prepare and maintain appropriate activity reports
• Attend and assist in development and execution of orientations, trainings and student development
• Perform other related duties as assigned

BSC Operations Supervisor

Manager

• Assist with the overall management of the Bronco Student Center’s (BSC) day-to-day operations including effective utilization of facility operation software systems
• Assist with the recruitment, hiring, training, scheduling, development, and supervision of student BSC Building Manager staff
• Assist professional staff in leading all policy enforcement and assisting with incidents that occur regarding BSC facility use
• Manage multiple projects and meet required deadlines
• Develop, coordinate and manage changes to the student staff schedules for all BSC building managers
• Become familiar with all areas of operations in the BSC in order to fill in, if needed
• Assist with development and implementation of operational strategies
• Present professional appearance and attitude at all times, and maintain a high standard of customer service
• Remain alert to building security including but not limited to offices, unlocked doors, computer hardware, and other high-risk areas as well as perimeter security including mechanical rooms, gates, etc. and take immediate corrective action when appropriate
• Implement conflict resolution practices with the staff and create preventative measures in the facility
• Prepare and maintain appropriate activity, accident, injury, and incident reports, follow-up reports, and staff debriefs, notifying proper authorities and department staff, as necessary
• Provide emergency care and treatment as required, in a calm and effective manner, until the arrival of emergency medical services
• Attend and assist in development and execution of orientations, training and student development
• Perform other related duties as assigned

BSC Supervising Building Manager

Financial Planning and Analysis

• Supports finance related processes and guidance for all registered student organizations (RSOs).
• Stays current with relevant policies of the University, CSU, and regulatory agencies.
• Supports the development and updates of all RSO finance documents and training materials.
• Supports regular training to educate accountholders.
• Provides oversight of the review and approval of disbursement transactions in accordance with applicable policies and procedures.
• Supervises, recruits, hires, trains, guides, and evaluates the Club Assistants.
• Provides oversight and support cross-training to effectively work towards a cohesive, collaborative, and synergistic team.
• Prepares audit items as requested and assists in the preparation of financial services department budget request items.
• Performs other related duties as assigned.