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University Enterprises, Inc.

SACRAMENTO , CA

ACCOUNTING ASSISTANT II

University Enterprises, Inc.
SACRAMENTO, CA Full-time
Posted on March 8, 2019
Position Information

 

Job Title Accounting Assistant II
Worksite City Sacramento, California
Advertised Salary Range $2,725 - $3,815
Temporary No
Length of Appointment N/A
Hours per week Regular (full-time) Employee – 40 hours per week (Benefited)
FLSA Non-Exempt
Broad Scope and Function

This position performs general accounting duties and a variety of general office support. Processes and prepares invoices for Property Development, Student Housing, and Miscellaneous. Reviews and follows up on past due accounts; performs data entry; performs account reconciliation and journal entries; completes a variety of accounting and record keeping assignments; orders supplies; serves as back-up for two Accounting Assistant IIs and the Senior Accounting Assistant; answers the phone and greets visitors.

Reporting Relationship

The position reports directly to and receives general direction from the Accounts Receivable Supervisor.

Conditions of Employment

This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

Work Schedule  
Minimum Qualifications

1. Demonstrated experience with accounts receivable practices and procedures.

2. Demonstrated experience with fiscal record keeping or reviewing. Demonstrated experience reviewing financial records, cash receipts, or disbursement in a centralized vault system, with emphasis on deposit and distribution of revenue to departments.

3. Demonstrated experience with computer systems and software related to financial record keeping. Demonstrated experience with word processing and spreadsheets, such as the programs in the Microsoft Office Suite.

4. Demonstrated ability to follow oral and written instructions.

5. Demonstrated knowledge of the methods, practices, and terminology of financial and statistical record keeping; accounts receivable, cash deposit practices and procedures, and accrual accounting entries; basic accounting principles; mathematics and statistics; and office practices and reception techniques.

6. Demonstrated ability to perform a variety of financial and statistical record keeping of average difficulty. Demonstrated ability to evaluate fiscal record keeping problems and work with others to resolve them; monitor and update accounts receivable records; quickly and accurately operate a 10-key calculator with tape; and use a computer in the development and maintenance of financial records.

7. Demonstrated ability to prepare, review, and analyze information; and to talk to and interview others to obtain or exchange information. Demonstrated ability to resolve problems and communicate solutions to staff.

8. Excellent oral and written communication skills including excellent command of English language including grammar, spelling, and punctuation. Ability to interact effectively with a diverse population over the telephone, email, and in-person.

9. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.

Preferred Qualifications  
Physical Requirements

Sit for extended periods; frequently stand and walk; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copy machines, fax machines, scanners, and printers.

Working Conditions

Work is performed in an office environment; continuous contact with staff, campus community, the public, and other agencies.

Project Description  
Job Duties

 

Job Duty

01. Creates Accounts Receivable (A/R) batch proofs; edits the batch proofs; prints invoices using CDD invoice format; processes and codes invoices for Property Development, Student Housing, and Miscellaneous billings; verifies prices, extensions, and totals. Mails all Property Development, Student Housing, and Miscellaneous invoices.

Job Duties

 

Job Duty

02. Files all Property Development, Student Housing, Dining Services, and Miscellaneous A/R batch proofs.

Job Duties

 

Job Duty

03. Reconciles Property Development, Student Housing, and Miscellaneous A/R to the General Ledger (G/L) on a monthly basis; follows up on any discrepancies.

Job Duties

 

Job Duty

04. Evaluates outstanding receivables; performs collection functions by sending out past due notices and contacting the customer by phone or email. Advises the accounts status to the appropriate personnel.

Job Duties

 

Job Duty

05. Inputs all Sponsored Program and California Intern Network (CAIN) journal entries (JE) and reviews for accuracy on a semi-weekly basis. Creates and edits batch proofs. Checks for appropriate authorizations and audit trails; contacts the account administrator with discrepancies on the JE input or JE back-up prior to creating the JE batch proof. Meets month-end closing deadlines. Maintains files for Sponsored Programs and CAIN journal entries and computer printouts. Run daily budget recurring journal entries (JE) batch for SPA and CAIN.

Job Duties

 

Job Duty

06. Serves as back-up for the Senior Accounting Assistant and the Accounting Assistant II positions. Creates A/R batch proofs for CAIN using the RJE function; creates A/R batches for Sponsored Programs contracts; edits the batch proofs; prints additional back-up for invoicing using various CDD reports; prints invoices using various CDDinvoice formats.

Job Duties

 

Job Duty

07. Greets and directs customers and vendors to appropriate personnel or departments, directs incoming telephone calls and mail deliveries to appropriate people. Distributes accounts payable checks to project personnel after ensuring identity of individual and obtaining signature on logbook, receives incoming cash and checks from project personnel daily. Runs adding machine tape to verify that total receipts turned in from project/department agrees to total on cash transmittal form.

Job Duties

 

Job Duty

08. Reviews the customer/vendor database (PEID subsystem) on a daily basis. Verifies abbreviations and data formatting standards, including association codes and minority, women, and veteran owned business codes. Makes appropriate changes to the database. Receives encumbrance PEID requests from Sponsored Programs for input into system to ensure uniformity. Inputs PEIDs for invoice billings.

Job Duties

 

Job Duty

09. Processes check requests for monthly Canteen and quarterly Pepsi commissions to the University; verifies commission with vending machines location list for completeness; calculates the amount of the vending commission due the University quarterly. Updates log of commission sales monthly.

Job Duties

 

Job Duty

10. Coordinates Business Services record retention/warehouse records; maintains spreadsheet for all boxes in the warehouse; tracks new boxes, permanent boxes, and when boxes are to be destroyed. Creates labels for all new boxes and verifies that the information in the boxes is accurate. Assigns a box number, and destroy date based of the retention schedule. Assists the A/R Supervisor with the annual destruction of records stored in the warehouse.

Job Duties

 

Job Duty

11. Receives all Property Services, Dining Services, and various miscellaneous contracts. Logs on spreadsheet, scans in multiple locations, and routes to the A/R Supervisor, Accounting Manager, Controller, and Chief Financial Officer for verification.

Job Duties

 

Job Duty

12. Orders supplies for the Business Service office, and orders paper when needed. Ensures basic office supplies are on hand at all times.

Job Duties

 

Job Duty

13. Performs other job-related duties as assigned.

Posting Detail Information

 

Posting Number B051F18
Number of Vacancies 1
Position End Date (if temporary)  
Open Date 03/08/2019
Close Date 03/22/2019
Open Until Filled No
Special Instructions Summary

If you do not include both a cover letter and resume with your application, your application materials will not be considered. Please include your employment history in the “Employment Experience” section of your application in addition to submitting your resume and cover letter. Please complete each section—do not refer to your resume in lieu of listing your job duties or in answering the supplemental application questions.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this position?
    • UEIJobs Website
    • Interest Card Emails
    • Twitter
    • Indeed
    • Career Fair
    • Campus Career Center
    • Craig's List
    • Personal Referral
    • Sacramento Bee
    • Careerbuilder
    • Internal Job Posting
    • Other
  2. If other, please specify.

    (Open Ended Question)

  3. * Do you have demonstrated work experience with accounts receivable practices and procedures?
    • Yes
    • No
  4. * Please describe your experience with accounts receivable practices and procedures and include your years of experience.

    (Open Ended Question)

  5. * Do you have experience with fiscal record keeping or reviewing, including experience reviewing financial records, cash receipts, or disbursement in a centralized vault system, with emphasis on deposit and distribution of revenue to departments?
    • Yes
    • No
  6. * Please describe your experience with fiscal record keeping.

    (Open Ended Question)

  7. * This position requires experience with computer systems and software related to financial record keeping. Please list the programs you use in performing similar duties and explain how each are helpful in performing those related duties.

    (Open Ended Question)

  8. * This position also requires the ability to prepare, review, and analyze information. Please describe a time when you were required to resolve a related work problem. What was the outcome? How did you communicate the solution to others?

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume