Under the direction and supervision of the OLLI Executive Director, the Administrative Bookkeeping Assistant provides facilitation and recordkeeping services in support of the department’s contract, grant, bookkeeping functions. Inputs, maintains, and tracks all recordkeeping pertaining to contracts, grants and financial transactions. Performs periodic balancing, prepares contract, board and financial reports for review and approval of OLLI Executive Director and OLLI Board of Trustees. Provides... more details
Under the direction and supervision of the OLLI Executive Director, the Administrative Bookkeeping Assistant provides facilitation and recordkeeping services in support of the department’s contract, grant, bookkeeping functions. Inputs, maintains, and tracks all recordkeeping pertaining to contracts, grants and financial transactions. Performs periodic balancing, prepares contract, board and financial reports for review and approval of OLLI Executive Director and OLLI Board of Trustees. Provides assistance in processing membership, class and event registrations. Also works on various administrative and bookkeeping projects, as assigned.
Essential Duties
Review and facilitate the contract process with OLLI vendors and service providers, subject to approval from the OLLI Executive Director.
Prepare, process, track, and maintain records of contracts, grants, purchase orders, check requests, deposits, credit card payments, and disbursements for OLLI-CSUF, obtaining the appropriate approval of authorized signers for all disbursement requests.
Assign transaction codes and post data to journals, registers, and ledgers using accounting software.
Assist in the preparation of periodic account reconciliation of multi-accounts and reconciling credit card transactions. Prepare income and expense reports and balance reports for review and approval by the OLLI Executive Director and Board of Trustees.
File and maintain all contract and bookkeeping records in a neat and orderly manner, ensuring confidentiality and safe recordkeeping of all contractual and financial documents, as well as other accounting files.
Obtain all needed pre-approved funding requests according to university policy.
Transport contract and bookkeeping materials, as well as other materials, as needed, to/from CSU Fullerton Auxiliary Services Corporation, the Cal State Fullerton Philanthropic Foundation, Academic Programs and other 3rd parties.
Assist OLLI Executive Director with administrative projects and tasks, as assigned.
Assist in processing membership, class and event registrations (performing data entry, tracking, filing, and printing reports, etc., as needed) and assist with membership material preparation and mail outs.
Assist in preparing monthly newsletter, calendar, quarterly course catalog, fliers and monthly board packets for the OLLI Board of Trustees.
Generate membership name badges and business cards, as needed.
Keep track of computer class logs and record daily class attendance, as needed.
Assist with answering the phone and with OLLI Office walk-in inquiries, as needed.
Monitor and respond to OLLI emails.
May supervise student staff and/or staff interns.
Other duties, as assigned.
Qualifications
Minimum three (3) years of bookkeeping experience in a general or clerical office environment with demonstrated skill in accurately and comprehensively preparing, coding, tracking, and reviewing bookkeeping and financial documents.
Experience in preparing Income Statements and working with Trial Balance Reports, as well as processing receivables and payables.
Must be familiar with and have experience in preparing Journal Ledger Account Reports and the numbering system.
Must have experience in Quicken accounting software.
Ability to perform account reconciliation, balancing and preparing reports for review and approval by OLLI Executive Director and the OLLI Board of Trustees.
Experience with Microsoft Office Suite, especially Excel, and Word.
Ability to identify, trace and correct errors.
Ability to follow oral and written directions.
Ability to interpret and apply written rules and regulations.
Ability to write effective business and professional correspondence.
Demonstrated ability to organize, plan, and multi-task projects, events and responsibilities in a timely and effective manner to meet deadlines.
Ability to establish and maintain effective working relationships with others, demonstrating excellent interpersonal communication skills and customer service.
Demonstrated ability to work effectively with frequent interruptions.
Ability to supervise student workers is desirable.
EDUCATION:
Minimum High School Diploma or equivalent
Minimum some college courses preferred.
PHYSICAL DEMANDS: Prolonged sitting in front of computer. Walking, talking, hearing, pulling, bending, may carry 10-15 pounds of objects/material, not exposed to extreme noise level, use hands to finger, handle, or feel, reach with hands or arms, stoop, kneel, taste or smell.
BENEFITS: Health, dental, vision, life, health care flex plan, LTD, vacation, sick leave, holiday, credit union, tuition reimbursement and retirement plan with company match. All benefits will be administered according to policies and/or procedures. APPLICATION PROCEDURE: CSU Fullerton, Auxiliary Services Corporation (ASC) is committed with Diversity, Equity, and Inclusion (DEI) practice. This means hiring diverse talent and ensuring employees understand and respect differences around us. ASC is an Equal Opportunity and Affirmative Action Employer and a member of E-Verify. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.
If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at (657) 278-4117.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the ASC. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASC employees who apply for the position.
Note: CSUF/ASC follows the direction of the CSU Policy related to COVID-19 vaccination. See FAQ Vaccines for more information.
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