Administrative Trainee

Type of Appointment: Full-Time, Long-Term Temporary (1 Year)
Collective Bargaining Unit: California University Employees Union (CSUEU) - Unit 9
Job Classification: Administrative Trainee
Anticipated Hiring Range: $3,680 per month
Work Hours: Monday - Friday 8:00 am - 5:00 pm

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, and capital asset accounting and reporting. The Accounts Payable department is an organizational unit within University Accounting Services, 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 unit also maintains oversight and administration of the campus travel program and Corporate Travel Credit Card Program. 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
Under direct supervision of the Director of University Accounting Services and the Accounts Payable Manager, preparation, scanning, and drag and drop documents in OnBase system including invoices, travel reimbursements, Legal and GAAP financial journals, vendor data records, and other documents as needed. Retrieval of all scanned documents to ensure all are scanned into the system correctly and are legible. Assist with documenting the record retention process, including scanning and drag and drop function; as well as assist with cross-training incoming student assistants on how to scan, drag and drop, and validate documents into OnBase.
Open, review, and prioritize incoming mail on a daily basis, including assisting with review of incoming invoices submitted electronically through the department shared accounts payable email. Distribute mail to appropriate department staff, including scanning and submitting all incoming invoices for payment to the department Accounts Payable email for processing.
Provide support to Accounts Payable staff on an as needed basis, including, but not limited to, assisting staff with validation of vendor data records in the PeopleSoft financial system. Provide support to General Ledger staff on an as needed basis, including, but not limited to, journal entry cross check to ensure all documents are accounted for prior to retention in OnBase.
Other clerical duties as assigned by the Director of University Accounting Services and Accounts Payable Manager.

QUALIFICATIONS
Bachelor's Degree
Familiarity with and understanding of current social, economic, and scientific developments and trends; working knowledge of methods and problems of organization, administration, and management; working knowledge of research techniques and simple statistics; ability to collect and compile a wide variety of standardized data; ability to identify and obtain information from outside resources; ability to reason logically, draw valid conclusions and make appropriate procedural recommendations; ability to read comprehensively; ability to participate effectively in conferences and interviews; ability to speak effectively and write in clear, concise form; ability to establish and maintain cooperative working relationships with others.

PREFERRED QUALIFICATIONS
Experience in a university/non-profit setting using PeopleSoft applications is preferred. Experience with record retention software is preferred.
Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona's future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence's website .
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 .
CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on theCSU Salary Schedule website . The classification salary range for this position according to the respective skill level is: minimum $3,680 and maximum $6,117 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

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 .
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 ReportandCal 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 ******. For more information, go toEmployment 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.