Senior Accounting Assistant A/R #570821702

University Enterprises, Inc.   Sacramento, CA   Full-time     Accounting
Posted on June 10, 2024
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Senior Accounting Assistant
Business Services Department
REQUISITION #570821702

University Enterprises, Inc. (UEI) at Sacramento State is seeking a Senior Accounting Assistant for the Business Services Department. Internally this role is titled: Senior Accounting Assistant. UEI is a Sacramento State non-profit auxiliary organization that meets the evolving needs of the University community by providing programs and services that support and strengthen the Sacramento State experience. Business Services oversees and manages the business and financial operations of UEI. The primary functions of the department include preparing and processing financial and business transactions, bank account reconciliation, purchase orders, monthly, quarterly, and year-end financial statements, and corporate and other tax forms. The department also maintains fixed asset and depreciation records, oversees investment activity and performs performance analyses, and coordinates and consolidates the annual budget. UEI Business Services also provides in-depth, state-of-the-business reporting for review and analysis by internal and external audiences such as the UEI board of directors, corporate committees, the Chancellor’s Office, federal and state agencies, banking institutions, auditors, vendors, and creditors.

RATE OF PAY: $3,886 - $5,829 per month

BENEFITS: UEI offers an excellent benefits package that includes:

  • Participation in CalPERS Retirement Program
  • Paid Vacation Time – starting at 6.66 hours accrued/month
  • Paid Sick Time – 8 hours accrued/month
  • Paid Holidays – 14 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
  • Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
  • Educational Assistance Program for employees and/or dependents
  • Child care subsidy

FILING DEADLINE: This position closes to new applicants on June 24, 2024

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.

The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a sponsoring agency (i.e. H-1B Visa).

It is strongly recommended that all University Enterprises, Inc. employees follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

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 disbursements in a centralized vault system, with emphasis on deposits and distribution of revenue to departments.
3. Demonstrated experience with computer systems and software related to financial record keeping. Demonstrated experience with email, word processing and spreadsheets such as the programs in the Microsoft Office Suite.
4. Excellent interpersonal oral and written communication skills.
5. Demonstrated knowledge of the methods, practices, and terminology of financial and statistical record keeping and area of assignment; 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 knowledge of federal, state, and local governments billing practices.
7. Demonstrated ability to perform a variety of financial and statistical record keeping of above 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 efficiently operate a 10-key numeric keypad; and use a computer in the development and maintenance of financial records.
8. 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.
9. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.

PHYSICAL REQUIREMENTS

Without or without reasonable accommodation: 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, copiers, printers, scanners, and fax machines.

WORKING CONDITIONS

Work is performed in an office environment; continuous contact with staff, the campus community, and representatives of funding agencies.

DUTIES AND RESPONSIBILITIES

This position performs accounts receivable (A/R) activities for Sponsored Program Administration and CA Intern Network (CAIN). Keeps A/R priority billings current. Reviews contracts for monetary constraints and billing requirements. Assists Sponsored Program Administration and CAIN with contract interpretation. Generates automated invoices and reviews and follows up on past due accounts. This position reports directly to and receives general supervision from the Accounts Receivable Supervisor.

The specific duties and responsibilities are as follows:

1. Reviews all Sponsored Program Administration and CAIN billing requirements; bills in compliance with the contract; ensures the account expenses are within approved budget, reviews expiration date of contracts regarding an amendment or letter of guarantee to increase or decrease the award amount, to change the period or make the adjustments; audits and calculates posted expenses for accuracy; ascertains if indirect costs are calculating at the correct percentage indicated in the contract; prepares batch files and generates invoices using
various CDD invoice forms to contract specifications. Verifies sequential invoice numbers.
2. Processes invoices for miscellaneous agency projects, such as revenue accounts; bills, as instructed, by memos.
3. Maintains and processes Sponsored Program Administration and CAIN A/R, including invoicing within billing cycles; creates A/R batch proofs using RJE function; edits the batch proof; prints additional backup to invoices using various CDD reports, evaluates outstanding receivables; performs collection functions by sending past due notices to customers and/or contacting customers by telephone and e-mail if necessary; follows up on any discrepancies between the A/R subsystem and the G/L monthly; resolves problems; corrects accounts; maintaining accurate receivable data; prepares journal entries (JE) to indicate exact transactions as needed; creates audit trails by cross-referencing records; and develops and forwards financial and statistical reports to management.
4. Works directly with project administration on problem invoices; notices project if invoices are uncollectible; recommends write-offs at year-end.
5. Processes and draws down funds from federal agencies via various websites. Files Form 272 for Dept of Health and Human Services quarterly.
6. Acts as back-up to other A/R staff for tasks including creating and processing invoices, answering inquiries regarding invoices, and performing collections if necessary. Performs front desk duties as needed.
7. Gathers all relevant documentation requested by auditors during year-end audits, for supervisor’s review.
8. Performs other job-related duties as assigned.

Note: This position vacancy is with University Enterprises Inc., an auxiliary organization of California State University, Sacramento. This is not a University position; the incumbent will be an employee of University Enterprises. University Enterprises operates commercial enterprises on the California State University, Sacramento campus; it is responsible for grant and contract management and fiscal services for University research and sponsored programs and provides fiscal services to University related agencies and activities. University Enterprises is a non-profit corporation governed by a board of directors in conformance with the appropriate State of California codes and policy directives of the Board of Trustees and the campus administration.

University Enterprises is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of University Enterprises that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, placement, and promotions will be on a basis of qualifications of the individual for the position being filled, regardless of race, color, religion, ancestry, national origin, age (over 40 years), sex, sexual orientation, marital status, medical condition (diagnosis or history of cancer)*, citizenship, veteran status, or physical or mental disability. Any persons who feel that they have been discriminated against in connection with an application for employment should contact University Enterprises' Director of Human Resources at (916) 278-7003. *As defined in Section 12926(F), Government Code 12990.

***AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER***

In compliance with the Jeanne Clery Disclosure of Campus Security Police and Campus Crime Statistics Act, California State University, Sacramento has made crime reporting statistics available on-line. Print copies are available in the CSUS library and by request from the CSUS Office of Public Safety and the Office of the Vice President for Student Affairs.


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