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Accounts Payable Supervisor

Job Posted 1/26/2025
Associated Students, Inc.
Pomona, CA 91768
United States
Category Accounting
Job Description
Work Schedule:

Monday through Friday; weekend and evening hours as needed to meet business need; hybrid eligible

Overview

Associated Students, Inc. (ASI) employs student-focused professionals with equity-mindsets. Established in 1963, Associated Students, Inc. (ASI) is a non-profit corporation led by a 14-member board of elected student leaders. ASI is an auxiliary organization authorized by the California State University Board of Trustees to perform Student Life functions for Cal Poly Pomona students. ASI provides opportunities for student engagement, student leadership and employment, and a multitude of Student Life programs and services e.g., recreation and wellbeing, student union and activities, student government, clubs and organizations, food pantry, and childcare. The administrative and student support areas of ASI include human resources, financial services, information technology, facilities management, and marketing. ASI employs approximately 500 part-time students and 60 full-time staff members. ASI accepts the responsibility for conscientiously managing mandatory student fees and state-owned facilities: $18M annual operating budget, $5M annual debt service, approximately $24M in reserves, and 294,253 square feet of student space (student union, recreation center, and pool). ASI is in the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 28,000 students.

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives by engaging every student. With a commitment to learning, continuous improvement, and innovation, ASI employs dynamic team members who support team learning, co-creation, radical candor, psychological safety, growth mindset, and live out equity, diversity, and inclusion practices.

Financial Services serves as a partner for student groups, ASI departments, and the University, providing financial support to help meet business and programmatic needs of the $17M non-profit 501(c)3 corporation while maintaining fiscal integrity, data accuracy, and compliance with CSU, University and ASI policies.

POSITION DEFINITION

Under the general supervision of the Accounts Payable & Receivable Manager, the Accounts Payable (AP) Supervisor provides disbursement support to ASI departments, registered student organizations (RSOs) for auxiliary and university IRA funds. The AP Supervisor stays current with relevant policies of the University, CSU, and regulatory agencies, supports the development and updates of all accounts payable documents and training materials, and supports regular training to educate staff and accountholders. This position provides oversight of the review and approval of disbursement transactions in accordance with applicable policies and procedures.

An ideal candidate will be interested in learning about various policies and procedures, exercise independent judgement to interpret and apply such policies and procedures, be able to explain and enforce these standards to others yet remain client-centered to achieve high customer satisfaction.

ESSENTIAL DUTIES

Accounts Payable Support
  • Support the effective training and development of the accounts payable assistant team to provide excellent timely, accurate accounts payable deliverables
  • Assist with developing, implementing, maintaining, and evaluating processes and systems which support effective accounts payable responsibilities
  • Assist with developing and delivering accounts payable related training including but not limited to purchase orders, disbursements requests, procurement card transactions and reconciliations
  • Review and approve executed purchase orders and disbursement requests for accuracy and completeness ensuring alignment with funding allocations and compliance with all applicable policies and regulations; review and approve corresponding journal entries
  • Reviews and approves of Vendor Data Records and related tax reporting requirements
  • Reviews and approves batch data integration and entry for all payable transactions into the accounting system, ensuring error-free reporting and accounting for all accounts payable distributions
  • Review, approve, and print checks and process automated clearing house (ACH) and electronic fund transfer (EFT) transactions with approved signatures in accordance with applicable policies and within the approved, respective budget
  • Provide first-level assistance for end-user challenges with record and processing systems
  • Provide oversight for university invoices for centrally managed expenditures, processing accurate, timely payment and reconciliation
  • Stay abreast of finance related state, CSU, University, and ASI policies and guidelines and provide updated training for the accounts payable assistant team, as needed
  • Provide oversight for data entry tasks and financial reports as needed
  • Provide oversight for the preparation of account reconciliations and related reports as needed
Supervisory Responsibilities
  • Supervise, recruit, hire, train, guide, and evaluate the (5) AP Assistants
  • Provide oversight and support cross-training to effectively work towards a cohesive, collaborative, and synergistic team.
  • Supervise the work of the team to ensure that work is properly allocated and completed in a timely and accurate manner and guide the priorities of the unit
Other Duties
  • Actively engage as a department leader in all ASI team learning and training as well as ASI and University meetings, task teams, and committees
  • Role model the behaviors of ASI core values, constantly challenging one's mental models as an active learner
  • Prepare audit items and reports, as requested
  • Assist in the preparation of financial services department budget request items
  • Assist with other special projects, initiatives, enhance current systems or develop new systems to assist with departmental operations
  • Perform other related duties as assigned
QUALIFICATIONS
  • Minimum education includes at least 9 credit hours from the following courses (or equivalent courses);
    • ACC 207/A Financial Accounting for Decision Making
    • ACC 208/A Managerial Accounting for Decision Making
    • ACC 311 Intermediate Accounting I
    • FRL 300 Managerial Finance I
    • FRL 301 Managerial Finance II
    • CIS 310 Management Information Systems
    • TOM 302 Managerial Statistics
    • MHR 301 Principles of Management
    • FRL 367 Corporate Finance Theory
    • FRL 404 Financial Modeling
    • ECO 201 Principles of Economics
    • FRL 460 Commercial Banking
  • One year of experience in customer service, accounts payable transactions, journal entry preparation, disbursement processing, and account reconciliation required
  • Six months of demonstrated experience leading others including but not limited to training, guiding project work, and/or supporting others in a similar role,
  • Demonstrated ability to analyze and interpret financial data sufficient to reconcile ledgers and generate financial reports, as needed
  • Strong interpersonal skills to establish and maintain effective relationships with staff and customers
  • Skills in prioritizing tasks and ability to coordinate workflow to comply with deadlines and competing priorities in a timely manner under pressure of deadlines and heavy workload
  • Skills in working independently and following through on assignments with minimal direction
  • Skill in systematically organizing material and information to optimize efficiency and minimize duplication of efforts using computer technology
  • Analytical skills to anticipate potential problems or sensitive situations, recognize relevant factors, and present viable alternatives or solutions
  • Demonstrated ability to work as part of a team and collaborating with colleagues
  • Working knowledge of windows software such as Microsoft Excel, Access, Word, Outlook, and Teams
  • Ability to satisfactorily complete a background check (including a criminal records check)
WORK ENVIRONMENT

Frequently required to sit, talk and hear; manual dexterity, eye-hand coordination and verbal communication; use of office equipment: computer, printer, telephone, calculator, copier and fax. Must be able to walk, stand, bend and lift up to 25 pounds.

EMPLOYMENT ELIGIBILITY

Employment with ASI is open to any Cal Poly Pomona student who is at least 16 years old and of legal status to work in the United States. In addition, the employee must be currently enrolled for at least 6.0 units (undergraduate) and 4.0 units (graduate), international student employees must be enrolled in a minimum of 12.0 units (undergraduate) and 6.0 units (graduate) at the end of the drop-add period, have a minimum 2.0 GPA (both Cal Poly Pomona and overall GPA) and be in good standing with the University. Individuals enrolled only in Extended University are not eligible for hire. Exceptions to the unit load requirement are allowed during the summer and winter semesters and for students who have applied for graduation for the current semester.

POSITION SENSITIVITY

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.

BACKGROUND CHECK
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