Student Assistant, Accounts Payable

OUR STATEMENT

The San José State University Research Foundation (SJSURF) is committed to building a work environment where everyone can show up as their own self and have an opportunity to contribute, develop, and advance in their career. Diversity, Equity, and Inclusion (DEI) are core values of the organization. We strive to attract, retain, and develop employees who reflect the community and society where we work and live. The Research Foundation aims to develop a culture where everyone feels welcome, shares their views, and where differences in backgrounds and perspectives are seen as adding value.

GENERAL NATURE OF POSITION

The Finance and Accounting Department of the San Jose State University Research Foundation provides financial and administrative support services to researchers. These services include Purchasing, Accounts Payable, Accounts Receivable, Cashiering, Property, General Ledger, and Risk Management. The Accounts Payable Department is responsible for the accurate and timely payment of: Vendor invoices; Business expense reimbursements; Travel reimbursements; Credit application processing; Form 1099 processing; Nonresident alien tax assessments; and Compliance with Federal, State, and Sponsor Agencies’ guidelines. 

As a member of the Finance and Accounting team, this position will support the Accounting and Finance department and perform tasks assigned by the A/P Manager.  The areas include, but are not limited to, data entry and providing administrative support.   

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Scan incoming mail and checks and email the documents to the AP Inbox.
2. Data entry of invoices and manual expense reports.
3. Assist with reviewing Workday expense reports.
4. Assist Accounts Receivable with miscellaneous invoice creation.
5. Input journal entries into the workflow.
6. Other duties, as assigned.

INTERPERSONAL CONTACTS

1. Reports to the Accounts Payable Manager.
2. Frequently interacts with department staff and managers, other Foundation co-workers, and university faculty.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS

Education and Experience

• Currently enrolled and in good standing at San José State University or another accredited institution, actively pursuing a bachelor’s degree in accounting or a related field (associate’s degree preferred). 
• Completion of at least two years of college coursework. 
• Demonstrated foundational knowledge of accounting principles. 
• Maintain a GPA consistent with continued academic progress toward a degree. 
• Preferred: Minimum of two years of general office experience.

Knowledge, Skills, and Abilities required

• Proficient with computers, office equipment, and MS Word/Excel; typing speed of at least 45 WPM. 
• Strong written and verbal communication skills, including grammar, spelling, and punctuation. 
• Excellent organizational skills with strong attention to detail; able to prioritize tasks and meet deadlines with minimal supervision. 
• Effective interpersonal skills; able to collaborate and maintain positive working relationships across all levels. 
• Reliable and punctual, with flexibility during core office hours. 
• Able to address and resolve conflicts in a constructive, professional manner.

Physical Requirement

• Operation of basic office equipment and programs is essential. 
• Must be able to operate a PC, including mouse and keyboard.
• Ability to perform heavy data input.
• Must be able to sit for extended periods of time.
• Must be able to pull out heavy file drawers.
• Must be able to operate a telephone hand, or headset.

Complexity of Duties

• Works under general supervision on specific assignments following established policies, procedures, and practices.
• Work is subject to regular checks and review to ensure compliance with procedures. Must complete work under strict time and date deadlines.
• Must be available to work overtime occasionally.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the SJSURF. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current SJSURF employees who apply for the position.

PLEASE NOTE: This position is considered a “sensitive” position by SJSURF and California State University (CSU) policy. Consequently, the successful candidate must undergo and successfully complete the Live Scan (fingerprinting) background check as a condition of their employment. This background check must be completed before the actual start of employment.

NOTE: This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.

APPLICATION PROCEDURE

To apply for this position, an applicant must submit an application via Handshake.

REASONABLE ACCOMMODATION

The SJSURF is committed to providing access, equal opportunity, and reasonable accommodation for individuals with physical or mental disabilities in the employment, recruitment, examination, interviewing, and hiring processes. If you are a job seeker with a physical or mental disability, and you require a reasonable accommodation to search, apply, or interview for a job opening or otherwise need a reasonable accommodation during the application and hiring process, please contact us at foundation-jobs@sjsu.edu. In the email message, please indicate your full name, phone number and the type of assistance required. You must not reveal the underlying medical reason for your needed reasonable accommodation or otherwise disclose confidential medical information.

ABOUT THE SJSU RESEARCH FOUNDATION

SJSURF employment is separate and distinct from San José State University (SJSU) or state of California employment. SJSURF employees are not employees of SJSU or of the state of California.

SJSURF is a non-profit auxiliary of SJSU. SJSURF is totally self-supported. The majority of the organization’s funding comes from the federal government, and other public and private entities. With annual revenues totaling over $65 million, programs managed through SJSURF cover a rich diversity of applied research, public services, and educational-related activities.

SJSURF is an equal opportunity employer, and it does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin, ancestry, physical or mental disability, medical condition, sex, genetic information, sexual orientation, military and veteran status or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.