Accounting Technician II - Accounts Payable and Fixed Assets

Definition and Purpose 

Under the direct supervision of the Coordinator II—Accounting, the Accounting Technician II (Accounts Payable and Fixed Assets) is responsible for accounts payable, vendor relations, initial review of purchase order requests, fixed asset accounting, assisting with resale inventory, providing quality service and accounting assistance to program managers, and assisting the Coordinator II—Accounting in accomplishing the functions of the Accounting department. 

This position is based at the Cal Poly in San Luis Obispo, CA.

Requirements

Educational and Qualifying Experience, Skills, Licenses, Credentials 

Educational/License/Credential Requirements 

• High school diploma, GED, or equivalent. 
• Associates degree preferred. 

Experience Requirements 

• Minimum three (3) years of professional accounting experience, four (4) years preferred, that demonstrates the ability to perform the essential functions of the job. 

Knowledge/Skill Requirements 

• Working knowledge of correct English grammar, spelling, and punctuation. 
• General knowledge of office methods, equipment, procedures, and practices. 
• Knowledge of Windows-based computer systems, especially Excel 
• Knowledge of computerized accounting software. 
• Ability to communicate both orally and written. 
• General knowledge of accounting principles, financial controls, and record-keeping practices. 
• Strong analytical and problem-solving skills related to financial transactions and discrepancies. 
• High attention to detail and accuracy in processing and auditing financial documents. 
• Organizational and time-management skills to manage multiple priorities and deadlines. 
• Ability to apply laws, rules and procedures related to governmental accounting practices. 
• Ability to interpret and follow policy guidelines. 
• Ability to understand and interpret financial reports. 
• Ability to work independently and use initiative and judgment in analyzing and determining course of action. 
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.  
• Ability to train, supervise, and support student employees. 
• Ability to establish and maintain effective working relationships within a various population and with those from various cultural backgrounds, specific needs, or limitations. 

Supervisory Responsibilities 

• Supervise Accounting Services Student Assistants (Business Office). 
• Create development plans, facilitate meetings, establish goals, and monitor day-to-day operations. 

Essential Duties and Responsibilities 

Accounts Payable 

• Review purchase order requests for final approval by Coordinator II—Accounting; verify appropriate documentation, legal and policy compliance, authorized signatures. 
• Process payment requests and vendor invoices with supporting authorization and receiving documents on a daily basis. 
• Establish and maintain positive relationships with vendors, process vendor credit applications, and respond to vendor inquiries regarding payment status 
• Determine sales and use tax liability on purchases and ensure appropriate payment or accrual.  
• Perform California nonresident withholding duties, including identifying applicable payments, calculating withholding, and completing required FTB filings. 
• Conduct daily ACH and positive pay reviews in support of payment processing controls. 
• Reconcile vendor statements, investigate discrepancies, and resolve outstanding balances. 
• Monitor and analyze accounts payable aging reports, addressing old or unresolved items.  
• Process and reconcile employee purchasing card (P-card) transactions, including credit limit exceptions and annual cardholder agreements. 
• Train Accounting Student Assistants on A/P processing requirements. 

Fixed Assets 

• Maintain and manage the fixed asset subsidiary.  
• Ensure that all fixed assets are properly identified and recorded in the fixed asset database. 
• Educate program areas about the proper procedures for disposal of ASI and State-owned Assets.  
• Ensure compliance with State-owned Asset guidelines and documentation requirements. 
• Select asset sub-groups periodically for physical inventory. 
• Reconcile results of physical inventories of fixed assets. 
• Maintain complete and accurate fixed asset documentation.  

General Accounting Services 

• Educate ASI program and service areas on accounts payable and fixed asset related processes. 
• Perform weekly bank deposits.  
• Advise and assist program managers with accounting related tran