Cal Poly Pomona — Accounts Payable Specialist

Accounts Payable Specialist

Job No: 508023
Work Type: Staff
Location: Pomona
Categories: Unit 7 – CSUEU – Clerical and Administrative Support Services, Administrative, Probationary, Full Time

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union – Unit 7

Job Classification: Accounting Technician II

Classification Salary Range: $3,282 – $5,449 per month

Anticipated hiring range: $3,282 – $3,729 per month

Work Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m.

Next Application Review: March 22, 2022


The Finance and Administrative Services (FAS) department provides the following services to the University: budget planning, financial reporting, disbursements, third party billing/accounts receivable, student services, student aid accounting, cash receipts/cashiering, cash flow management, investment audit coordination, PeopleSoft Finance.

The Accounts Payable department is an organizational unit within University Accounting Services at Cal Poly Pomona. The department is responsible for ensuring that disbursements are made in accordance with applicable laws, regulations and policies set forth by the State Controller's Office, CSU's Chancellor's Office and other state and federal agencies. The department must comply with appropriate state and federal tax reporting requirements. The Accounts Payable department works closely with General Accounting and Procurement and Support Services. The department also communicates with on campus personnel and outside vendors. The Accounts Payable department plays a key role in the operations, enhancement, and upgrades to the campus PeopleSoft systems.


  • Audit purchase order invoices to determine matching rule requiring departmental approval prior to payment.
  • Examine invoices against purchase orders for accuracy of line items, unit prices, payment terms, sales/use tax, income tax withholding, and freight charges.
  • Review available balances on purchase orders in the PeopleSoft financial system to determine availability of encumbrances.
  • Prepare authorized Direct Pay transactions and travel expense claims for payment processing.
  • Review documents for authorized signature and proper funding sources that adhere to University and State standards, regulations, policies, and procedures.
  • Analyze Direct Pay transactions and travel expense claims for correct and complete expenditure documentation.
  • Verify and calculate all extensions and totals on invoices; including calculate available discounts and proper sales and use tax for all payments.
  • Evaluate tax liability on all payments to determine if state and/or federal taxes must be reported or withheld.
  • Identify and isolate problems or discrepancies with vouchers, receivers, purchase orders or payable application; including, but not limited to, supporting documentation, funding sources, authorized signatures, and conflicts with policies or procedures.
  • Plan a course of action to remedy the problems or discrepancies found, which may include contacting Procurement Buyers, campus departments, or vendors to recommend alternatives or changes necessary to process payment in a timely manner.
  • Determine document compliance with vendor data record information, including sending the request for data to new or pre-existing vendors.
  • Assign vendor codes, create control groups, and enter information into the PeopleSoft financial system for voucher creation and payment processing.
  • Review for payment requests which include deposits and ensure pre-approval is obtained before payment processing.
  • Audit vendor accounts to determine status of vouchers and make corrections necessary for prompt payment.
  • Audit system generated file copies of checks to validate correct remittances and vendor payment information prior to mailing.
  • Coordinate appropriate enclosures and payment information.
  • Opens, reviews, and prioritizes incoming mail on an as needed basis.
  • Attend department meetings and assist with training the campus community regarding Direct Pay, PO and Travel policies and procedures when needed. Analyzes and interprets financial system data; generating queries and reports to validate data integrity and accuracy.
  • Serves as liaison with University vendors regarding payment practices and procedures.
  • Assist with the compilation of year-end expenditure accruals.
  • Assist with campus financial system testing, including the PeopleSoft Accounts Payable module, to ensure all implementations and upgrades function as designed and in alignment with campus practices.
  • Perform other duties and responsibilities as assigned by the Accounts Payable Coordinator, Accounts Payable Manager, Director and Controller of University Accounting Services and/or by the Associate Vice President of Finance and Administrative Services to meet the operational needs of University Accounting Services and the University; which may entail research, assisting with the modification and documentation of department and university procedures, implementation of various systems to enhance the effectiveness and efficiency of department and university operations, serve as a resource to the campus community regarding accounts payable related inquiries and issues, preparation and submission of journal entries for accounts payable related corrections and additional analysis/identification/preparation of accounts payable related activity.


  • Any equivalent combination of education and experience which provides the required knowledge and abilities.
  • Equivalent to three years of progressively responsible financial record-keeping experience which has the below knowledge and abilities.

Thorough knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices. In addition, knowledge, skills, and abilities of the Accounting Technician I. Ability to apply accounting procedures and practices to the analysis of basic accounting problems; ability to 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: e.g. PeopleSoft, CSU Policy and Procedures Governing Travel, Business and Relocation Expense Reimbursement, Direct Pay guidelines; use current computer work processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems; ability to work independently and make sound decisions and recommendations regarding accounting activities.


  • Experience in a higher education environment; university/non-profit setting using PeopleSoft applications is preferred.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, 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. See policy at

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. See policy at

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona 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 Cal Poly Pomona employee who was conditionally offered the position. See policy at


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. See Form I-9 Acceptable Documents at


Cal Poly Pomona is a smoke and tobacco-free campus. See policy at

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 Poly Pomona Annual Security and Fire Safety Report is available at:

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 More information is available at:


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. More information is available at:

Advertised: March 08, 2022 (8:00 AM) Pacific Daylight Time
Applications close: Open Until Filled

To apply, visit