Cal Poly Pomona — Accounting Tech III (Vault Cashier)

Accounting Tech III (Vault Cashier)

Job No:
Work Type:

Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union (CSUEU) – Unit 7

Job Classification: Accounting Technician III
Classification Salary Range: $3,532 – $6,198 per month
Anticipated hiring range: $3,535 – $3,885 per month
Work Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m.

Recruitment Closing Date: November 15, 2021


Student Accounting & Cashiering Services department is responsible for the university's student accounts billing, cashiering, disbursement of financial aid to students, disbursement of faculty/staff and student paychecks, collections of past due payments, accounting, Perkins, and reporting functions. The office also sells parking decals to faculty/staff, students, and some campus organizations. The functions of the office include, but not limited to, the management, control, reporting, and reconciliation of relevant fiscal activities of the university. Student Accounting & Cashiering Services works closely with the following offices: General Accounting Office, Admission Services for new students, Bronco Copy and Mail, Health Center, Library, Extended University, Associated Students Inc. and other campus offices who receive payments. It also plays a key role in the operations, upgrade testing of PeopleSoft Student Administration, Touchnet payment plan, CASHNet-cashiering system, and T2- Flex (parking decals and citations) system and its applications.


  • Collect and balance daily deposits from the office cashiering staff and satellite areas such as parking, general accounting, library,the Bronco Copy Center, campus depts, etc.
  • Assists the Cashiers with the daily balancing of their cash receipts and close of their cash deposits. Assists the general accounting staff with cash receipt reconciliation issues.
  • Prepares the daily bank deposit and ensures its accuracy against PeopleSoft and the Cashnet Cashiering System and ensures the timely deposit to the bank.
  • Researches, resolves, and reconciles cash receipt issues between PeopleSoft Student Financials, CashNet and the general ledger.
  • Serves as the liaison to our satellite cashiers and campus partners in ensuring they are familiar with Cash Handling general guidelines, and detailed procedures involving cash controls, daily deposits, and payment collections in accordance with the CSU Cashiering policies and procedures.
  • Familiar with basic general accounting/accounts payable practices.
  • Create, and/or update procedures relating to the role of the Vault Cashier to align with the CSU Chancellor's Office:
    oCampus Cash Handling Procedures
    oSatellites Cash Handling
    oMain Cashiering Cash Handling
    oPetty Cash procedure
  • Banking Change Funds process
  • Review and streamline cashiering related activities processes for SACS, Satellites, campus partners.
  • Processes and posts the Satellite cashiering deposits through PeopleSoft to the general ledger.
  • Creates departmental deposit spreadsheets and uploads to PeopleSoft Financials general ledger. Must be knowledgeable of the PeopleSoft account ledger chart filed strings/funds.
  • Analyzes and adjusts charges and payments for students in the PeopleSoft Student Financials module.
  • Apply and adjust payments to student's accounts when necessary; must be knowledgeable of cash handling as well as accounting processes and procedures prior to making any corrections.
  • Run the daily CashNet Report and PeopleSoft queries to ensure the cashier's collections posted correctly to the general ledger.
  • Create daily, a detailed CASHNet report of the daily deposits for general accounting to balance and reconcile to the general ledger.
  • Knowledgeable with Chancellor's Office Cashhandling Policy and Procedure to assist Cashiering Manager in cashiering audit and training to campus partners
  • Is responsible write, review and updates cashiering and vault related procedures.
  • Assist and provide appropriate documentation to General Accounting with and for the annual fiscal audit.
  • Custodian of cash receipt documentation for the annual audit.
  • Custodian of Cashiering Change Drawers
  • Responsible for cashiering financial related record retention per audit requirements.
  • Custodian of change drawers in safes and responsibility for updating safe and door combinations on an as needed basis for the department.
  • Must have excellent customer service skills and maintain an excellent relationship with campus partners, departments, faculty, staff and students.
  • Is the contact person for the bank on any reconciling issues regarding deposits, replenishment of cash and supply orders.
  • Back-up for the SACS parking technician for dispensing, verifying and adjusting parking permits in the T2-Flex System.
  • Disburse and reconcile petty cash on an “as needed basis” but no less than monthly.
  • Process Petty Cash in PeopleSoft Financials and request reimbursement via accounts payable for replenishment of the petty cash fund.
  • Knowledgeable with banking to research deposit variances, retrieve various reports such as Check images, banking supply orders, change funds order, statements, etc.
  • Familiarity working with vendors/3rd party processing invoices, billings, and disputes.
  • Responsible for streamlining cashiering and vault related processes and ensuring alignment with the CO and Campus Cash handling Policies and Procedures.
  • Responsible for reviewing and maintaining vendor's maintenance services and reconciles invoices.
  • Main contact for Armor pick-up, currency counters, etc.
  • Responsible for testing CashNet, PeopleSoft Student Financials and the various interfaces ie; Student Financials to the General Ledger
  • Monitor daily CASHnet Online Service Manager to ensure transactions are posting; operators' batches are closed at end of the day.
  • Assists with master and student payroll distribution processes.


  • High School diploma or its equivalent
  • Four (4) years of progressively responsible financial record-keeping experience

    Any equivalent combination of education and experience which provides the required knowledge and abilities. Thorough knowledge of financial record-keeping methods, procedures, and practices; arithmetic; and general office procedures; general knowledge of governmental financial record-keeping methods; ability to apply accounting procedures and practices to the analysis of complex accounting problems; analyze and interpret accounting data; prepare clear accurate financial statements and reports; utilize problem solving techniques in finding solutions to complex accounting problems; understand and apply applicable rules, regulations, policies, and procedures; work independently; and make sound decisions and recommendations regarding accounting activities. Ability to review financial documents for accuracy, completeness, and validity; compute and post figures accurately; maintain files and records; identify, trace, and correct errors; interpret and apply written rules and regulations; operate standard office equipment; and read and write English at a level appropriate to the position.


  • Four years of business/accounting office procedural experience with a high volume of cash handling and account reconciliation. Knowledgeable with cash handling procedure, policy and audit. Have strong organizational skills and ability to work independently in prior experience. Experience with automated accounting systems and knowledge of computerized student and accounting software, such as PeopleSoft Student Financials, and CASHNet. Have evidence of strong research and problem-solving skills.
  • Knowledgeable of a Higher Education environment. Strong customer service and problem-solving skills. Must have the ability to analyze financial transactions, trace, investigate and resolve errors and discrepancies. Must have comprehensive knowledge of financial record-keeping methods, procedures, and practices; arithmetic; maintain accounting records of funds; reconcile financial data and general office procedures. Able to maintain effective working relationships with staff/faculty, students and constituents. Have good judgment, initiative and work independently to resolve unusual problems with cashiering related issues.
  • Ability to work effectively in a climate characterized by heavy traffic loads, shifting priorities, and the need to balance multiple tasks. Possess an energy level capable of working in a high-volume, fast paced environment for extended periods of time. Ease in dealing with a diverse population, including students and staff. Ability to operationalize sustainability concepts (economy, society, environment) into all aspects of performing job duties.


    A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.


    Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits 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 covered veteran status.


    Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. 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 Poly Pomona Annual Security and Fire Safety Report is available at: Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.


    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 CSU Executive Order 1083 as a condition of employment. CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at and questions may be sent to

    To apply, visit