Administrative Trainee

Type of Appointment: Full-Time, Long-Term Temporary (1 Year)

Collective Bargaining Unit: California University Employees Union (CSUEU) - Unit 9

Job Classification: Administrative Trainee

Anticipated Hiring Range: $3,680 per month

Work Hours: Monday - Friday 8:00 am - 5:00 pm

THE DEPARTMENT

The Financial Services department provides the following services to the university: general accounting and financial reporting, disbursements, third party billing/accounts receivable, external audit coordination, tax compliance, student aid accounting, cash receipts/cashiering, cash flow and investment management, PeopleSoft Finance, and capital asset accounting and reporting. The Accounts Payable department is an organizational unit within University Accounting Services, responsible for ensuring that disbursements are made in accordance with applicable laws, regulations and policies set forth by the State Controller’s Office, CSU Chancellor’s Office, and other state and federal agencies. The unit also maintains oversight and administration of the campus travel program and Corporate Travel Credit Card Program. The department must comply with appropriate state and federal tax reporting requirements. The Accounts Payable department works closely with General Accounting and Procurement Services. The department also communicates with on campus personnel and outside vendors on a regular basis to ensure payment processing is accurately performed and in alignment with all applicable policies and procedures. The Accounts Payable department plays a key role in the operations, enhancement, and upgrades to the campus PeopleSoft and Concur systems, as well as the forthcoming Procure-to-Pay implementation.

DUTIES AND RESPONSIBILITIES

• Under direct supervision of the Director of University Accounting Services and the Accounts Payable Manager, preparation, scanning, and drag and drop documents in OnBase system including invoices, travel reimbursements, Legal and GAAP financial journals, vendor data records, and other documents as needed. Retrieval of all scanned documents to ensure all are scanned into the system correctly and are legible. Assist with documenting the record retention process, including scanning and drag and drop function; as well as assist with cross-training incoming student assistants on how to scan, drag and drop, and validate documents into OnBase.
• Open, review, and prioritize incoming mail on a daily basis, including assisting with review of incoming invoices submitted electronically through the department shared accounts payable email. Distribute mail to appropriate department staff, including scanning and submitting all incoming invoices for payment to the department Accounts Payable email for processing.
• Provide support to Accounts Payable staff on an as needed basis, including, but not limited to, assisting staff with validation of vendor data records in the PeopleSoft financial system. Provide support to General Ledger staff on an as needed basis, including, but not limited to, journal entry cross check to ensure all documents are accounted for prior to retention in OnBase.
• Other clerical duties as assigned by the Director of University Accounting Services and Accounts Payable Manager.

QUALIFICATIONS

• Bachelor's Degree
• Familiarity with and understanding of current social, economic, and scientific developments and trends; working knowledge of methods and problems of organization, administration, and management; working knowledge of research techniques and simple statistics; ability to collect and compile a wide variety of standardized data; ability to identify and obtain information from outside resources; ability to reason logically, draw valid conclusions and make appropriate procedural recommendations; ability to read comprehensively; ability to participate effectively in conferences and interviews; ability to speak effectively and write in clear, concise form; ability to establish and maintain cooperative working relationships with others.

PREFERRED QUALIFICATIONS
Experience in a university/non-profit setting using PeopleSoft applications is preferred. Experience with record retention software is preferred.


Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Nat