Accounting Services Student Assistant - Business Services

Definition and Purpose

Under the direct supervision of the Accounting Technician II (Accounts Payable and Fixed Assets), the Accounting Student Assistant provides clerical and technical support to the Accounting Services staff. The Accounting Student Assistant provides support in the accounting areas of accounts payable, cash recording, internal audits, and general accounting services.

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 manage multiple projects independently in a dynamic environment while meeting deadlines.
• Strong organizational, planning, and time management skills with attention to detail and follow-through.
• Excellent oral and written communication skills, with the ability to prepare, review, and edit professional correspondence and reports.
• Knowledge of windows-based computer programs (Microsoft Word, Excel, Outlook, Teams and PowerPoint).
• Understanding of basic accounting principles and ability to maintain accurate financial records.
• Ability to maintain accuracy and quality in data entry and document preparation.
• Strong analytical thinking and problem-solving skills, with the ability to interpret information and propose effective solutions.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere. 

Supervisory Responsibilities

• None.

Essential Duties and Responsibilities

Accounts Payable (AP)

• Assist Accounting Technician II (Accounts Payable and Fixed Assets) with vendor invoice processing and related tasks.
• Support the management of electronic documents and records to ensure accuracy, accessibility, and confidentiality.
• Verify accuracy of accounts payable checks and process them for mailing or delivery.
• Assist with outreach efforts for unclaimed property and check reissue.

Cash Recording and Reconciliation

• Collect cash and checks from all program areas and prepare deposit spreadsheet.
• Prepare and record journal entries for cash-related transactions, including receipts, disbursements, reimbursements and transfers.
• Perform monthly bank reconciliation to ensure all transactions are properly recorded.

Internal Audits

• Audit petty cash and change funds as required with Accounting Technician II - (AR and Fixed Assets)
• Audit fixed asset sub-sets as assigned and assist during annual fixed asset physical inventory.
• Assist Accounting Technician II (AR and Fixed Assets) with resale spot checks and uniform inventories

General

• Reconcile accounts as assigned.
• Enter journal entries for accounting adjustments, accruals and allocations.
• Participate and assist with external audits as necessary.
• Maintain an accurate filing system for accounting records and retrieve financial information as requested.
• Assist with fixed asset management, including physical inventory, tagging new assets, and researching related information.

Duties and Responsibilities

• 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.

Background Check

This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7-year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position.

Compensation and Hours

• Hourly Pay Rate: $16.50 per hour
• Hourly Pay Range: $16.50 per hour - $16.50 per hour
• Maximum 20 hours per week while enrolled in academic courses

Requires a minimum of 3 consecutive terms of work availability.

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

Date revised: 10/23/2025