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Student Accounting Coordinator

Position Number: 4991776
Location: Pomona, CA
Position Type: Business - Accounting

Student Accounting Coordinator

Job No: 534515
Work Type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California University Employees Union (CSUEU) - Unit 7

Job Classification: Administrative Analyst/Specialist - Exempt III

Anticipated Hiring Range: $6,322 - $7,156 per month

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

THE DEPARTMENT

Student Accounting and Cashiering Services (SACS) is responsible for the administration and oversight of student accounts. This includes the accurate posting of payments and charges for tuition and fees, housing, parking, etc. through the PeopleSoft Financials Module as well as payment posting via the Cashnet System. This includes ensuring that accurate tuition, registration, housing, parking and other fees are accurately calculated.

SACS is responsible for ensuring payments are processed accurately and timely, holds placed on past due balances and collection efforts are performed including the write off of bad debt. Other responsibilities include student accounting such as reconciliation of financial aid, uncleared collections, mentor application and short-term loans. Other duties include disbursement of student assistant payroll, staff master payroll, as well as student refunds, student accounts audits, etc.

SACS works closely with the Financial Aid Office as well as the Registrars Office to ensure that the disbursement of financial aid and enrollment are properly coordinated. In addition, SACS works closely with many of the areas on campus to ensure that monies are being properly collected and accounted for such as the Office of Continuing Education, Housing and various other satellite offices who collect cash. SACS ensures that its activities are in compliance with Federal and State regulatory requirements including privacy, adherence to payment card industry standards and ensures all accounting functions are up to par with the generally accepted accounting principles and applicable government accounting standards.

DUTIES AND RESPONSIBILITIES

Under the direction of the Director of Student Accounting and Cashiering Services, this position is the accounting expert in PeopleSoft Student Financials accounting transactions in support of Cal Poly Pomona's learning-centered environment.
Is responsible for ensuring that no student accounting irregularities occur.
Evaluates and recommends optimization of student accounting business processes involving timely assessment of fees, disbursement of financial aid, credit balance refunds, and all related accounting transactions. Manages the Student Accounting unit and coordinates the timely reconciliations of all student accounting related transactions.
Is the primary resource on mandated policy and best practices for critical procedural matters.
Troubleshoots and resolves student accounting/system problems as necessary.
Ensure that the campus community, Chancellor's Office, and auditors receive prompt and professional customer service.
Ensure compliance with all applicable statues, regulations, and procedures for Federal, State, CSU Chancellor's Office, and Cal Poly Pomona requirements for student accounting.
Prepares and maintains a variety of reports, records and files for different internal and external entities.
Is responsible for oversight of the bookstore reconciliation and ensuring the timely reconciliation of the Bookstore Accounts Receivables.
Lead the financial aid student accounting operation in the area of Federal and State Aid which includes loans, grants, work-study, scholarships, etc. and suggests improvements.
Is responsible for written procedures and flow charts for the student accounting operation.
Is responsible for the oversight of student accounts related research and analysis.
Train current and future employees in the best use of PeopleSoft Student Financials and other related computer software applications.
Assist with testing of software enhancements.
Responsible for all year end activity for SACS.
Responsible for oversight and coordination of all audit activity such as the GAAP audit with General Accounting.
Adhere to generally accepted accounting principles (GAAP).
Serve as a primary contact and expert for reporting FISAP and Single Audits, interface with auditors and the campus community in matters involving student accounting.
Ensure that the student accounting functions are well documented and sound business practices are used.
Coordinate all year-end tasks and GAAP schedules that relates to Student Accounting and Cashiering Services.
Performs related duties as assigned.
Serves as the Chair of the Student Financials Appeal Committee.
Is responsible for the review and timely responses to students who request a review of their financial situation.
Must have detailed knowledge of the rules and regulations of the various areas on campus such as Student Success, Registration, Admissions and Financial Aid.
Is responsible for leading the group in ensuring that reasonable and fair decisions are made in compliance with Title V.
Must have detailed knowledge of Title V California Code of Regulations.
Chairs the 1098T team by leading 1098T reporting team meetings.
Works closely with fellow staff members as well as representation from CPGE, ITS and Accounting Services. Must have detailed knowledge of the rules and regulations and gives and receives guidance in regards to the Internal Revenue Services (IRS) reporting for 1098T student reporting.
Must ensure that Chancellor Office guidelines are being adhered to and have a detailed understanding of the process.
Serve on a scholarship core team as an individual contributor providing expertise in the area of student accounting.
Develop solutions to streamline scholarship process and makes recommendations for process improvement to the scholarship team for improvement across campus.
Serve on the College of Professional and Global Education (CPGE) committee for Student Financials Appeals. Must have knowledge of CPGE refund policy and different programs offered such as Professional Development, Certificate, Graduate programs, etc.
Is the primary person responsible for coordinating the Single Audit which encompasses Federal government regulations in regards to Federal Funding; Pell Grants, Federal Work Study, Federal Loans, etc.
The coordinator must be knowledgeable of laws and regulations that pertain to Federal Programs and must have knowledge and familiarity with the rules and regulations as they are applicable to Financial Aid and the Registrar's Office.
All 3 areas; Financial Aid, Registrar's Office and Student Accounting must work closely and the coordinator must ensure that appropriate guidelines are being adhered to.
This position coordinates with both internal and external auditors and is responsible for gaining clarification when necessary.
Serves as the main contact for Student Accounting unit in ensuring that all reconciliations, month end analysis and research is done. Analyzes, researches, and resolves Student Accounting related issues and problems including the bookstore and the CPP Installment Payment Plan with applicable vendors.
Works closely with the Budget Office and Accounting to ensure that policies and procedures are adhered to and that correct transfers in regards to financial aid are being done.
Assist with the establishment of service benchmarks and good customer service assessment tools.
Use proven motivational techniques and effective learning methods to make SACS a high performing team. This position must be able to lead and coordinate testing on the various systems, gather data, ask questions and assist the team in coming up with viable solutions to the many problems at hand.
This position must be able to work with external constituencies both on and off campus and help to the lead the student financials team in a campus direction that will tie back to the other areas associated with student financials.
Participate in planning, development, and enhancement of business processes, and other responsibilities as assigned by the Director and/or the Associate Vice President of Finance & Administrative Services.

QUALIFICATIONS

Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Six (6) years of related experience.
Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Ability to oversee the day-to day operations of the area and be accountable for short- and long-term goals and objectives.
Ability to serve as a key technical advisor to executives and management.
Ability to Independently manage and implement complex projects and business solutions within the organization and use substantial judgment in the analysis, interpretation, integration, and application of complex data.
Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to develop new strategic approaches and solutions.
Ability to work with representatives from public and private entities and handle potentially sensitive situations.
Demonstrated consultative skills in working with internal and external constituent groups.
Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
Ability to train others on new skills and procedures and provide lead work direction.

PREFERRED EXPERIENCE

Experience in a higher education environment.
Be able to demonstrate experience in a multi- cultural multi-ethnic higher education environment and experience with the various CMS PeopleSoft applications.
Student Administration with an emphasis on Student Financials, PeopleSoft Human Resources and PeopleSoft Financials.
Detailed knowledge and understanding of both state and federal financial aid rules and guidelines.
Familiarity and/or experience with CashNet and Touchnet Cashiering Systems.
Have strong organizational skills and ability to work independently.
Experience with automated accounting systems and knowledge of computerized student and accounting software, such as PeopleSoft, and CASHNet.
Have evidence of strong research and problem-solving skills.
Strong customer service and problem-solving skills.
Ability to analyze financial transactions, trace, investigate and resolve errors and discrepancies.
Comprehensive knowledge of financial record-keeping methods, procedures, practices, arithmetic, maintaining accounting records of funds, reconciling financial data, and general office procedures.
Able to maintain effective working relationships with staff/faculty, students, and constituents. Have good judgment, initiative and work independently to resolve unusual problems with cashiering and other system related issues.
General knowledge of financial record keeping, mathematical and general office methods procedures, and practices.
Knowledge of accounting practices, procedures, and terminology.
Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
Ability to review financial documents for accuracy, completeness, validity, and adherence to standards.
Ability to compute and post numbers rapidly and accurately, maintain files and records, identify, trace, and correct errors.
Ability to follow directions, interpret and apply written rules and regulations, and establish and maintain effective working relationships with others.
Ability to exercise tact, courtesy, alertness, and good judgment in responding to others.
Ability to use current computer word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems, such as student accounting, cashiering, and student financial aid.
Ability to read and write English at a level appropriate to the position.
Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
Ability to work with representatives from public and private entities and handle potentially sensitive situations.
Demonstrated consultative skills in working with internal and external constituent groups.
Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
Ability to train others on new skills and procedures and provide lead work direction.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).

The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.

In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.

For more information, go to https://calstate.policystat.com/policy/13813878/latest/.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx. The classification salary range for this position according to the respective skill level is minimum $6,322 and maximum $12,285 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.

Advertised: January 11, 2024 (9:00 AM) Pacific Daylight Time
Applications close: February 16, 2024 (11:55 PM)

To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/534515/student-accounting-coordinator