Type of Appointment: Full Time, At-Will
Job Classification: Management Personnel Plan (MPP I)
Anticipated Hiring Range: $79,400 to $99,200 Annually (Commensurate with qualifications and experience)
Benefits Include: (15) Paid Holidays, up to (24) Paid Vacation Days, Comprehensive Health, Dental, and Vision Benefits, CalPERS Pension Plan- Read the CSU's Comprehensive Benefits Package
Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified
Recruitment Closing Date: Open until filled
Priority Application Date: April 9, 2025
THE DEPARTMENT:
The Financial Services department provides the following services to the University: general accounting and financial reporting, disbursements, third party billing/accounts receivable, external audit coordination, tax compliance, student aid accounting, cash receipts/cashiering, cash flow and investment management, PeopleSoft Finance, Procurement, Graphic Communications Services, Bronco Copy n' Mail, asset management, distribution services and license of facilities. The Accounts Payable department is an organizational unit within University Accounting Services. The department is responsible for ensuring that disbursements are made in accordance with applicable laws, regulations and policies set forth by the State Controller's Office, CSU Chancellor's Office, and other state and federal agencies. The department must comply with appropriate state and federal tax reporting requirements. The Accounts Payable department works closely with General Accounting and Procurement Services. The department also communicates with on campus personnel and outside vendors on a regular basis to ensure payment processing is accurately performed and in alignment with all applicable policies and procedures. The Accounts Payable department plays a key role in the operations, enhancement, and upgrades to the campus PeopleSoft and Concur systems, as well as the forthcoming Procure-to-Pay implementation.
DUTIES AND RESPONSIBILITIES:
- Responsible for managing and overseeing the day-to-day operations of Accounts Payable and Travel; including payment processing to ensure that expenditure authority, purchasing, travel and hospitality policies are enforced.
- Review and manage the workload of six (6) Accounts Payable staff, including recruiting, developing, and retaining individual staff members, ensuring adequate coverage is maintained to meet payment terms and customer expectations. Responsible for providing assistance, policy interpretation, and training to Accounts Payable staff and campus end users in areas including, but not limited to, payment processing, travel procedures, hospitality, and moving and relocation.
- Provide active leadership and strategic oversight to foster a customer-focused environment interacting with a variety of sources including departments, suppliers, peers, Accounts Payable staff, and management.
- Ensure customer requirements and expectations are executed timely and accurately, along with verifying that issues are resolved. Promote positive department morale by interacting with the team in a consistently professional manner.
- Responsible for identifying regulations and other fiscal compliance requirements in the area of Accounts Payable and travel that must be adhered to and implement policies and procedures to ensure campus compliance. Document business processes for reference and consistent practice. Actively collaborates on strategic planning and procedural implementations for system upgrades/changes and process workflow. Develop reporting mechanisms and procedures and recommend improvements where necessary. Generate a variety of reports for analysis of data and/or distribution to management; receives and analyzes various reports and acts upon the data as appropriate.
- Responsible for planning, program management and coordination of the university travel program, including developing and updating policies and procedures, campus user guides, training programs, oversight of the Corporate Travel Credit Card Program, identify opportunities to realize cost savings and ensure compliance with all CSU, campus, state, and federal legal requirements. System administrator and point of contact for the Concur Travel system, including coordinating system upgrades and new module implementation maintenance of audit rules account maintenance approval workflow reporting and campus functional support.
- Provide adequate back-up support for processes such as, pay cycle processing and approval, 1099 processing and reporting, and processing voids/stop payments when needed. Review and audit a high volume of complex invoices for appropriateness of payment, interpretation and application of accounting policies and procedures, internal controls, and compliance with applicable laws and regulations. Oversight of campus vendor management processing, including review for proper withholding and vendor profile approvals. Review and approve wire transfer payments within the campus banking institution.
- Participates in the preparation of year-end closing procedures for both Legal and GAAP, including financial and operational audits, etc. Oversee and review the compilation of year-end expenditure accruals and preparation of audit working papers. Assist with external audit firm inquiries and locate supporting documentation, as requested.
- Ensure compliance with all state and federal rules, tax regulations and guidelines as they relate to Accounts Payable. Collaborate with campus Accounting Manager and Tax Specialist regarding sales/use tax interpretation and application, 1099, non-California resident and foreign national withholding requirements.
- Aid in the continual monitoring of the PeopleSoft finance system to ensure conformity with Legal, FIRMS, GAAP and GASB requirements; including oversight of the PeopleSoft Accounts Payable module, ensuring that functionality is fully tested and that all implementation and upgrade projects remain on target. Assist in the design, development, update, and maintenance of all applicable procedure manuals, including any campus level desk procedures manuals. Provide OnBase support for University Accounting Services to aid in maintaining compliance with the CSU and campus record retention policies. Perform other duties and responsibilities as assigned by the Director of University Accounting Services and/or by the Associate Vice President of Financial Services to meet the operational needs of University Accounting Services and the University; which may entail research, documentation of department and university procedures to ensure proper internal controls are in place, additional account analysis and reconciliations, implementation of various systems to enhance the effectiveness and efficiency of department operations, draft and facilitate campus-wide training over various subjects maintained by University Accounting Services, and aid in the update of the department website.
QUALIFICATIONS:
- Bachelor's Degree - from an accredited university with a major in accounting, business administration, finance or closely related field.
- Valid in State Driver License
- Two to five years of professional accounting experience required; including at least one year of experience in a supervisory or lead role.
- Extensive knowledge of public accounting industry standards, Legal, FIRMS, GAAP and GASB standards and basis of accounting.
- PeopleSoft queries and demonstrated ability to use Microsoft Office programs, including proficiency in Microsoft Word and Excel.
- Must possess strong problem solving, analytical, organizational and communication skills; with experience in financial analysis and reporting in a higher education environment.
PREFERRED QUALIFICATIONS:
- Must possess excellent communication (verbal/written}, interpersonal, problem solving, and customer service skills.
- Experience in a university/non-profit setting using PeopleSoft applications
- MBA is strongly desired.
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 the California State University Out-of-State Employment Policy.
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 the California State University Background Check Policy.
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 the I-9 Acceptable Documents website.
University Driving Requirement
Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.
Outside Employment Disclosure
Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request. For more information, go to the Outside Employment Disclosure policy.
Child Abuse/Neglect Reporting Act (CANRA)
The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy.
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 the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.
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.
