Accounting Services- Accounting Assistant I

SUMMARY: Under general supervision, performs routine tasks which require brief training period; scanning, attaching, and filing, accounts payable processing (not including check cutting), and customer service. This position is designed to provide an overview of the accounting process in order to prepare the employee for the possibility of becoming an Accounting Assistant II in the future.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Scan, file and organize accounts payable documents into designated areas.
• Process Accounts Payable, verifies invoiced items are received, review signatories, balances, and receipts. Apply compliance policies as required.
• Other duties may be assigned.
• All of above duties will be performed in accordance with training provided.

ACCOUNTING ASSISTANT II

• Responsibilities: In addition to the responsibilities listed above:
• Satisfactorily complete the Accounting Assistant I task checklist.
• Learn ASI, Sacramento State, CSU, IRS and Franchise Tax Board compliance policies and procedures.
• Provide front desk customer service. Distribute monthly financial reports.
• Perform monthly GL Reconciliations as assigned, including PO’s and Advances
• Process journal voucher for credit card allocations, for Union and/or ASI
• Enter journal entries for Allocations as necessary.
• Process bank account reconciliations for ASI and Union.
• Process Accounts Receivable for ASI and/or Union

ACCOUNTING ASSISTANT III

• Responsibilities: In addition to the responsibilities listed above:
• Understand and apply ASI, Sacramento State, IRS and Franchise Tax Board compliance policies and procedures.
• Process Accounts Payable as assigned. Assist in 990 tax return preparation, 1099 processing, EDD filing assistance, and other related items as assigned.
• Reconcile Payroll Bank reconciliation and other Cash reconciliations as assigned.
• Process due diligence letters for unclaimed property.
• Assist in ASI and Union/WELL audit confirmations.
• Contact customers/vendors as needed.
• Provide support to ASl students, Accounting technicians, Accounting Manager, and DFA.
• Assist with year-end or other required audits.

CORE COMPETENCIES

• Exceptional organization skills
• Customer service skills
• Skill in performing detailed numerical computations
• Ability to develop and maintain effective working relationships
• Ability to use initiative and judgment in analyzing and interpreting course of action
• Ability to work well under pressure and to meet multiple and sometimes competing deadlines
• Ability to effectively communicate both verbally and in writing
• Ability to work in a team environment to successfully implement ASI policies and procedures
• Ability to develop and maintain effective working relationships with faculty, staff and students
• Ability to use initiative and judgment in analyzing and interpreting course of action
• Ability to work well under pressure and to meet multiple and sometimes competing deadlines
• Ability to effectively communicate both verbally and in writing
• Ability to successfully convey ASI programs, accounting policies and procedures to customers

MINIMUM QUALIFICATIONS

Enrolled in a minimum of 6 units at Sacramento State; maintain a minimum 2.0 GPA overall (for Student Assistant incumbents)

Basic accounting coursework

• Ability to use Excel software for calculations
• Knowledge of windows-based personal computers – Microsoft Word, Excel, and Outlook
• Knowledge of general office procedures
• Knowledge of financial recordkeeping, procedures, and practices as well as general office procedures
• Ability to use ten key calculator or Excel software for calculations

Accounting Assistant II

Six (6) to Twelve (12) units of accounting coursework (at least 3 units completed with at least 3 units in progress)

Accounting Assistant III

Twelve (12) units of accounting coursework (at least 6 units completed with at least 6 in progress

PREFERRED QUALIFICATIONS

Associate's degree in Accounting, Business or related field

One year of customer service experience

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is regularly required to stand, walk, use hands to fingers, handle, feel, reach with hands and arms, talk and hear. The employee must:

Occasionally, frequently, regularly lift and/or move up to 50 pounds.

Must be able to climb, kneel, squat, reach overhead

WORK ENVIRONMENT

Office setting

Summary

• Must be able to work minimum of 12-15 hours per week during office hours (M-F; 9am-4:30pm) upon starting.
• Must be able to work between 15-20 hours per week during office hours (M-F; 9am-4:30pm) in Spring 2026.
• At least 2 semesters left before graduating