Accounting Assistant II - A/P

Broad Scope & Function

The position performs a variety of accounting and record-keeping assignments in accounts payable as they relate to the Sponsored Program Administration processes.  The position audits payments for purchase orders, goods, services, travel, credit cards, and other different reimbursement types for accuracy and completeness. Duties include data entry and account reconciliations.  Backs up other Accounts Payable personnel in their absence.

Reporting Relationship

The position reports directly to and receives general supervision from the Accounts Payable Supervisor.

Salary

• Full range: $3,430-$5,145 per month
• Anticipated hiring range: $3,430-$4,717 per month

Benefits

• After a 6-month waiting period, eligible for work from home for up to one day per week with supervisor approval. Fully in-office on the Sacramento State campus for the first 6 months.
• Participation in CalPERS Retirement Program
• Paid Vacation Time – starting at 6.66 hours accrued/month
• Paid Sick Time – 8 hours accrued/month
• Paid Holidays – 14 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
• Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
• Educational Assistance Program for employees and/or dependents
• Childcare subsidy
• Discounted membership to The WELL, Sacramento State’s on-campus fitness center
• View a comprehensive list of all of the benefits at https://simplebooklet.com/benefitsataglance.

Application Instructions

This position closes to new applicants on May 17, 2026. Your application will be reviewed after this date.

Please include the following with your application:

• Resume

If this document is not included, your application materials will not be considered. Please include your employment history in the “Employment Experience” section of your application in addition to submitting your resume.

Conditions of Employment

The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a sponsoring agency (i.e. H-1B Visa). 

This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

Duties and Responsibilities

1. Reviews, audits, processes, and obtains approvals for all expenditures (e.g., travel claims, vendor invoices, check requests, credit card reconciliation daily on assigned projects) received by the Sponsored Programs Administration (SPA) department to ensure compliance and accuracy. Analyzes invoices and requests for payment documents by obtaining SPA approval for allowability and coding, proper support documentation including receipts, proper use tax collection, and form completeness in accordance with University Enterprises, Inc. (UEI) and California State University (CSU) policies and procedures.
2. Monitors the Accounts Payable (A/P) inbox folder for the electronic submission of invoices for payment processing.
3. Creates disbursement batches for SPA on a weekly basis including stipend payments. Reviews batch for accuracy of input.
4. Prepares immediate checks and prints weekly machine checks.
5. Interacts with multiple parties both verbally and written in a professional manner maintaining confidentiality of information.
6. Maintains and researches accounts and files to ensure payments are current and accurate such as verifying electronic files are saved correctly, merchant accounts are accurately recorded, stipends are issued, and responds to queries timely.
7. Processes incoming forms such as W-9, credit applications, and vendor information verifications.  Maintains confidentiality of organizational information.
8. Performs data entry and runs reports to record fixed asset transfers to the university.
9. Runs EDD reports and prepares DE542 form weekly.
10. Prepares accounting reports using computerized spreadsheet application when required.
11. Reconciles various general ledger accounts monthly/quarterly and prepares journal entries.
12. Maintains vendor file integrity and vendor database including attaching scanned supporting documentation to the appropriate subsystem. Keeps an up-to-date record of IRS TIN/SSN match. Files all credit applications, A/P reports, and tax-related information.
13. Acts as a backup by supporting and assisting the Business Services staff responsible for the daily processing of invoice payments and/or employee travel expense claims, the front counter reception desk, and any other office support functions, as directed.
14. Works with various stakeholders to improve the A/P process, controls, and analysis.
15. Performs general clerical duties as required.

Minimum Qualifications

1. Associate’s degree in Business Administration, Finance, Accounting, or a related field or equivalent combination of education and/or work experience.
2. Demonstrated knowledge of the methods, practices, and terminology of financial and statistical record keeping including compiling disbursement documentation, obtaining appropriate authorization, data entry, accrual accounting entries, basic accounting principles, and mathematics and statistics.
3. Demonstrated ability to perform a variety of financial and statistical record keeping of average difficulty.  Ability to monitor and update accounts payable and receivable records, quickly and efficiently.
4. Demonstrated experience with word processing, spreadsheets, and computer systems software related to financial record keeping.  Ability to operate a 10-key numeric keypad by touch and use a computer in the development and maintenance of financial records.
5. Self-directed with the ability to plan, organize, coordinate, and perform work independently, function in a detail-oriented capacity, and respond effectively and with flexibility to changes in priorities and deadlines.
6. Demonstrated ability to prepare, review, and analyze information; and to effectively communicate with all levels of employees and/or customers to obtain or exchange information while showing professional demeanor and exercising tact and good judgment.  Ability to maintain cooperative and collaborative working relationships.
7. Demonstrated ability to evaluate fiscal record-keeping problems and work with others to resolve them.
8. Excellent interpersonal, oral, and written communication skills with the ability to clearly express ideas and recommendations orally and in writing in English.
9. Must be fingerprinted and pass a background check. Must continue to meet the established standards.

Physical Requirements

With or without reasonable accommodation: Sit for extended periods; frequent movement; manual dexterity and hand-eye coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, and fax machines.

Working Conditions

Work is performed in an office environment; continuous contact with staff, the campus community, and representatives of funding agencies.

Work Schedule

• 40 hours per week
• Monday-Friday
• Academic years hours (August-May): 8:00 am - 5:00 pm
• Summer hours (June-August): 7:30 am - 4:00 pm
• After a 6-month waiting period, eligible for work from home for up to two days per week with supervisor approval. Fully in-office on the Sacramento State campus for the first 6 months.