University Enterprises, Inc.

6000 J Street
Sacramento , CA
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Accounting Assistant II - Accounts Payable

University Enterprises, Inc.
Posted on August 27, 2017
Accounting Assistant II - Accounts Payable
Worksite City Sacramento, California
Advertised Salary Range $2,698 - $3,777 per month
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

The position performs a variety of accounting and record keeping assignments in accounts payable. The position audits purchase orders, invoices and other source documents for accuracy and completeness; processes invoices for payment; performs account reconciliations. Backs up the Accounting Assistant I with Journal Entry data entry and mail processing in her absence.

Reporting Relationship

The position reports directly to and receives general supervision from the Accounts Payable 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

Monday – Friday
8:00am to 5:00pm

Minimum Qualifications

1. Demonstrated experience with accounts payable practices and procedures including compiling disbursement documentation; obtaining appropriate authorization; and data entry.

2. Demonstrated experience with fiscal record keeping and reviewing financial records, cash receipts, or disbursements, with emphasis on distribution of revenue and expenditures to departments.

3. Demonstrated experience with computer systems and software related to financial record keeping. Demonstrated experience with word processing and spreadsheets.

4. Demonstrated knowledge of the methods, practices, and terminology of financial and statistical record keeping and area of assignment; accounts payable and receivable, cash deposit practices and procedures, and accrual accounting entries; basic accounting principles; mathematics and statistics; office practices; reception techniques; and computer systems and software related to financial record keeping.

5. 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 payable and receivable records; quickly and efficiently operate a 10-key numeric keypad; and use a computer in the development and maintenance of financial records.

6. 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.

7. 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 hand-eye 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.

Project Description

University Enterprises, Inc. (UEI), a Sacramento State non-profit auxiliary organization, exists to meet the evolving needs of the campus community by providing programs and services that support and strengthen the Sacramento State experience. Each day, UEI’s management and staff work to advance Sacramento State’s commitment to being an integral educational, intellectual, economic, social, and cultural resource for the region.

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.

Job Duties


Job Duty

01. Creates disbursement batches for Sponsored Programs & Administration (SPA) and University Foundation (UF) on a semi-weekly and occasional on demand basis. Ensures all check requests, purchase orders, and invoices have authorized approvals and supporting documentation. Reviews accuracy of input. Forwards to Accounts Payable (A/P) Supervisor for further review. Updates and makes correction to the batch as indicated by the A/P Supervisor if applicable. Runs a corrected batch proof for A/P Supervisor for final review. Prints machine checks.

Job Duty

02. Prepares the check pickup log and sends with checks to the front desk for disbursement.

Job Duty

03. Assembles check copies and backup for final signatures from BSD management and forwards to SPA for scanning. Mails checks or distributes to projects in a timely manner.

Job Duty

04. Maintains and processes student stipend payments on a monthly basis or upon request.

Job Duty

05. Maintains and keeps track of blank check and envelope supply and notifies A/P Supervisor of the status.

Job Duty

06. Processes payables for SPA charge card accounts and ensures appropriate documentation and signatures.

Job Duty

07. Reconciles accounts (such as Federal Express and 1099’s) monthly and reconciles with vendors and/or staff for any discrepancies. Runs a general ledger and payee report to make sure all entries are coded appropriately and makes corrections as necessary.

Job Duty

08. Maintains vendor database and attaches scanned supporting documentation to subsystem. Keeps an up-to-date record of IRS TIN/SSN match. Files all credit applications, A/P reports and tax related information.

Job Duty

09. Inputs a weekly intercompany journal entry batch and reversal/void batches and verifies for accuracy.

Job Duty

10. Enters SPA fixed assets and runs monthly and quarterly reports.

Job Duty

11. Performs general clerical duties as required.

Job Duty

12. Acts as backup for Accounting Assistant I, Accounting Assistant II – A/P, and Senior Accounting Assistant – A/P as required.

Posting Detail Information


Posting Number B009F17
Number of Vacancies  
Position End Date (if temporary)  
Open Date 08/25/2017
Close Date 09/08/2017
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 and salary history in the “Employment Experience” section of your application in addition to submitting your resume and cover letter.