Accounting Student Assistant (Club Services)

Definition and Purpose 

Under direct supervision of the Assistant Coordinator - Club Services, the Accounting Student Assistant provides clerical and technical support to the Club Services staff. The Accounting Student Assistant handles a high volume of diverse requests, assists in club financial accounting and reconciliation, and is expected to be a resource to all customers. The emphasis of this position is providing accurate and courteous service and ensuring internal and external customer satisfaction.   

ASI is committed to supporting the aspirations of the University Learning Objectives.  Our employees are expected to make reasoned decisions based on ethics, respect for diversity, and an awareness of issues of sustainability.  Additionally, they will work productively as individuals and in groups while communicating effectively. 

Educational Requirements and Qualifying Experience 

• Must be a currently enrolled student at Cal Poly with a minimum of 6 units. Graduate students must carry 4 units. 
• Ability to be highly organized and have good planning skills 
• Excellent oral and written communication skills 
• Previous general office/clerical, and customer service experience preferred 
• Ability to prioritize and manage several projects concurrently 
• Experience working with high volume, fast-paced environment 
• Capable of working and progressing on projects in an independent and self-directed manner 
• Knowledge of Windows based computer systems required (Microsoft Office) 
• Experience in cash handling and accounting functions 
• Ability to be flexible and adapt to change 
• Ability to have a high level of attention to detail 
• Thorough analytical and problem-solving skills 
• Ability to work with diverse populations and those with special limitations or needs 

Supervisory Responsibilities 

• None 

Essential Duties and Responsibilities 

• Assist customers via the telephone and in person with issues related to all aspects of ASI programs and services 
• Maintain a welcoming environment for all visitors and staff members 
• Provide quality customer service to all staff members and customers 
• Provide positive public relations, program promotion and policy education to staff and customers 
• Keep accurate records and ensure accurate data entry 
• Review club financial paperwork for accuracy and completeness 
• Adhere to ASI departmental policies and procedures 
• General office assistance (word processing, filing, mailing, copying) 
• Ensure that financial paperwork submitted includes the information necessary for processing 
• Provide assistance to the Club Services Assistant in the preparation and processing of Payment Request Forms and other club paperwork 
• Maintain an accurate filing system for accounting records and retrieve financial information as requested 
• Provide assistance to the Club Services Assistant in the reconciliation of club accounts and preparation of invoices 
• Assist with Purchase Order processing, the distribution of Purchase Orders to vendors and staff 
• Process invoices from club vendors 
• Create journal entries to credit and debit club accounts as necessary 
• Sort and distribute club checks for reimbursement and vendor payment 
• Review club bylaws for accuracy and completeness  
• Assist the Club Services Assistant in the processing of annual Club Charter paperwork 
• Maintain confidentiality of all FERPA protected information 
• Maintain knowledge of all current activities and upcoming events within ASI 
• Maintain prompt hours and follow attendance procedures 
• Keep work areas neat and organized 
• Maintain familiarity with evacuation plan for work area 

Other Duties and Responsibilities 

• Responsible for the function and operation of the reception area 
• Open and close work area and follow procedures with documentation. 
• Assist with all cash handling functions 
• Review daily communications and information in Communications Log 
• Sort and distribute office mail 
• Explain related policies and procedures to customers 
• Assist with special projects 
• Assist with supply ordering 
• Attend all mandatory meetings, workshops, and retreats 
• 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 ASI policy as a condition of their employment. 
• Other duties as assigned. 

Period of Employment 

Employment with this organization is of an "at will" nature, which means that the employee may resign at any time and ASI may discharge the employee at any time with or without cause. 

Compensation and Hours 

• Hourly Pay Rate: $16.50 per hour 
• Hourly Pay Range: $16.50 per hour - $16.50 per hour 

Position requires a minimum of 3 consecutive quarters of work availability

The Associated Students, Inc. is an Equal Opportunity Employer. 

Date revised: 01/01/2020