Job Summary:
The purpose of this position is to process a high volume of invoices for appropriateness of payment; obtaining payment approvals, data entry, matching, accrual of use taxes, interpretation and application of accounting policies and procedures, problem solving and extensive customer service contact. Auditing and reconciling accounts, including, but not limited to, Corporate Card reconciliation, vendor statement reconciliation, reporting and pulling files for auditors, etc.
Duties and Responsibilities:
Payment Processing, Compliance, and Financial Close
- Audits and processes purchase order invoices, direct payments, and travel reimbursements in accordance with state, university, and departmental policies. Responsibilities include verifying accuracy, compliance with funding sources, application of taxes or discounts, and appropriate approvals. Proactively identifies and resolves discrepancies by working with vendors, departments, and procurement staff to avoid payment delays. Monitors recurring or anticipated invoices to ensure timely receipt and processing, especially for ongoing services or utility payments. Provides back-up coverage for other accounts payable functions as needed to support continuity of service during staff absences or peak processing periods. Audits corporate card transactions for policy compliance, ensures proper supporting documentation is submitted, and coordinates resolution of violations or late submissions. Prepares and submits required tax accruals related to expenditures and ensures proper treatment of reportable payments. Supports closing activities by ensuring transactions are processed by deadlines and that accruals are recorded accurately. Applies relevant financial reporting standards and works collaboratively with other financial staff during year-end processing.
Data Entry and Financial Recordkeeping
- Enters and maintains payment data with a high degree of accuracy, ensuring that all transactions are properly supported, documented, and compliant with record retention and audit requirements. Exercises judgment in identifying errors and ensuring data integrity. Assists with internal and external audits by preparing, organizing, and providing supporting documentation as requested. Exercises discretion in maintaining high-volume workloads and prioritizes tasks to ensure deadlines are met while maintaining accuracy.
Vendor Coordination, Customer Service and Statement Reconciliation
- Supports vendor setup by collecting and verifying required tax forms and documentation to ensure compliance with reporting requirements. Maintains vendor records, ensures proper documentation for tax compliance, and responds to inquiries related to payment status or procedures. Handles sensitive vendor and financial information with discretion and ensures adherence to data privacy and security standards. Provides support and guidance to departments and vendors, acting as a liaison for resolving issues and maintaining positive working relationships. Regularly reviews vendor statements to identify outstanding balances or discrepancies, including following up on missing or duplicate invoices and maintaining documentation to support audit readiness. Provides guidance to departments on accounts payable procedures and may assist with training related to payment requests, direct payments, and travel reimbursement policies. Collaborates effectively with colleagues across accounts payable, procurement, and other finance-related functions to support smooth operations and resolve cross-functional issues.
Problem Solving and Policy Interpretation
- Requires frequent use of independent judgment to interpret and apply policies to non-standard or complex payment requests. Reviews unusual cases, recommends solutions, and may help refine internal procedures for efficiency and compliance. May provide input on updates to payment processes, procedures, or financial systems to support efficiency and compliance.
Payment Cycle and Audit Support
- Prepares scheduled payment runs, audits payment batches for accuracy, and ensures appropriate distribution and supporting documentation. Monitors for and resolves payment holds, errors, or mismatches. Coordinates check handling, including obtaining signatures and preparing payments for mailing or pickup, as needed.
Performs other classification related duties and responsibilities as assigned to support the operational needs of the accounts payable function.
Minimum Qualifications: Required Education and Experience
- Education: Any equivalent combination of education and experience which provides the required knowledge and abilities.
- Experience: Equivalent to three years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities.
Required Qualifications
• Thorough knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices.
• Must be able to apply accounting procedures and practices to the analysis of basic accounting problems; analyze and interpret accounting data; apply problem solving techniques in finding solutions to basic accounting problems; understand and apply applicable rules, regulations, policies, and procedures; use current computer word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems, such as student accounting, cashiering and student financial aid; work independently; and make sound decisions and recommendations regarding accounting activities.
Preferred Qualifications:
• Bachelor’s degree in accounting, finance, or related field
• Experienced with a document imaging system and ERP system (accounts payable module) and skilled in processing a high invoice volume with accuracy.
• Able to meet deadlines while offering the highest levels of customer service
• Ability to process a high-volume of invoices and related documents
• Analyze and resolve complex problems
• Effective oral and written communication skills
• Skilled in organizing work and setting priorities
• Ability to reconcile supplier accounts
• Ability to process invoices from onscreen images and in using an online imaging system
• Microsoft Windows Office experience including Word, Excel, and Outlook email software
• Peoplesoft Enterprise Systems preferred
• Ability to fit in with a large team environment
• Working knowledge of accounting concepts such as debits, credits, accruals, refunds, payment terms and discounts
• An understanding of tax reporting regulations (1099, 1042S and 592B) experience
• Procurement Card reconciliation experience a plus
• Previous experience in higher education a plus
• A courteous, professional demeanor and excellent customer service skills
Compensation and Benefits:
Anticipated Hiring Range: $3,872 - $4,500 per month
Classification Salary Range: $3, 872 - $6, 428 per month
The salary offered will take into account internal equity and experience among other factors.
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Full-time/Non-Exempt/Probationary
Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
Staff: The application deadline is: 9/18/2025
As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Campus Security Authority
This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.
I-9
CSUSB 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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
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 CSUSB Benefits at benefits@csusb.edu.
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
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), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act