Accounting Operations Specialist

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Inquiries Regarding Application StatusDue to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews.

Location:

Claremont, CA

Job Posting Title:

Accounting Operations Specialist

Job Details and Requirement:

The Account Operations Specialist works independently to lead a variety of college-specific accounting, financial operations, and compliance responsibilities for the College and the Office of the Treasurer.

Accounting and Financial Operations

• Ensure correct worktags and accounting classifications on all Workday transactions, reviewing the system monthly to identify and correct errors.
• Prepare and review journal entries, supplier invoices, reconciliations, and account analyses to ensure accuracy and compliance with College policies.
• Assist with year-end closing processes and provide support for annual financial statements, audit and tax schedules, including preparation of 990 support schedules and coordination with key department stakeholders to obtain required information.
• Prepare annual account reconciliations as assigned and lead year-end community communications for finance deadlines. Complete year-end tasks and schedules as assigned, which may include, but are not limited to:
• Reconcile grant and gift accounts.
• Reconcile balance sheet ledger accounts
• Analyze deferred revenue accounts
• Partner with the Finance Coordinator to ensure all outstanding P-card transactions are accounted for.
• Demonstrate proficiency in navigating the trial balance, general ledger detail, financial statements, and other accounting reports to reconcile balances and provide accurate information to department staff. Maintain a broad understanding of accounting practices across College departments and subsidiary activities and track separately invested funds for the College.

Procurement Card (P-Card) Management

• Serve as the College P-card administration lead, managing the P-card system, cardholders, credit limits, and overall system operations.
• Train the College community on P-card policies and Workday expense recording, and lead communications when policies are not adhered to.
• Maintain and update the P-card audit process and review College P-card policies to recommend revisions to the supervisor as needed to ensure compliance and improve processes.  

Grants and Gifts Accounting

• Serve as the College’s primary contact for grant and gift accounting, reconciliations and reporting.
• Lead the College’s gift reconciliation process in partnership with the Advancement department, serving as the lead partner for coordination and accuracy. Maintain and update the shared monthly gift reconciliation process, review gift balances, ensure departments are aware of available funding, prevent overspending, and collaborate with Advancement for reporting.
• Perform grant accounting and reporting activity for the College as needed. Activities may include:
• Assist in preparation of grant proposal budgets
• Review and report on grant expenditures for propriety against grant budgets 
• Work independently with the College’s Sponsored Research Office, Principal Investigators and the consortium’s Financial Services Office to resolve grant budgeting and accounting issues
• Monitor compliance requirements for private, state and federal grants and prepare periodic grant activity reports
• Prepare grant invoices and monitor that grant payments are received and properly credited against receivable.
• Prepare annual deferred revenue and unexpended receivables journal entries for year-end closing.

Leadership and Institutional Collaboration

• Serve as the College’s liaison with the TCCS accountant for questions related to study abroad expense accounting, grant accounting, reconciliations, and reporting.
• Assist the Budget and Finance Analyst in interpreting departmental financial reports, monitoring revenue and expense activity, and flagging unusual trends or discrepancies.
• Lead process improvement initiatives related to financial operations and Workday procedures, maintaining and updating job aids, guides, and training materials for College staff.
• Collaborate with team members to research and respond to accounting and financial operations questions from the Pitzer community. Provide guidance and training for employees on financial procedures, P-card policies, grant or gift management, and use of the College’s financial system.
• Collaborate with Finance Coordinator to provide customer service by assisting departments with accounting and financial questions. Review transactions for accurate accounting classification and supporting documentation in accordance with Pitzer policies. Possess strong knowledge of generally accepted accounting principles (GAAP) and offer sound direction to organization leaders regarding accounting policies.
• Provide back up support for the Finance Coordinator, as needed, including preparing weekly, monthly, and quarterly journal entries.
• Provide essential, detail-oriented support to team members in preparation for College Board meetings, ensuring financial information and analyses are accurate and ready for review.
• Lead completion of College-wide surveys in partnership with the Institutional Research department, ensuring accurate data collection and timely submission.
• Perform other essential duties and tasks as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Demonstrate the ability to learn and effectively use various information systems required for the position.
• Apply proficiency in Microsoft Word and Excel, including the ability to construct and maintain complex Excel spreadsheets. Familiarity with Microsoft PowerPoint and Access.
• Proven general accounting knowledge and experience in performing accounting analyses, account reconciliations, and financial reporting. 
  • Knowledge of college, university, or other not-for-profit accounting and grant accounting (including fund accounting) is preferred.
• Demonstrate strong analytical and problem-solving skills; identify and resolve problems in a timely manner by gathering and analyzing information skillfully. Ability to anticipate needs and consider all stakeholders.
• Proven ability to provide strong customer service and communicate financial concepts clearly to non-financial individuals, working effectively and congenially with a diverse community of faculty, staff and students.
• Maintain confidentiality, remain open to others’ ideas, demonstrate a willingness to try new things, and exhibit maturity and composure in dealing with difficult situations.
• Demonstrate professionalism in interactions, decision making, and presentation of work.
• Ability to instruct others in use of the College’s information systems.
• Strong verbal and written communication skills in English. Writes with attention to spelling, grammar, accuracy and the needs of the target audience; presents numerical data effectively; and articulates a compelling message.
• Adapt to changes in the work environment, manage competing demands and deal with frequent change, interruptions, delays or unexpected events with professionalism and composure.
• Ability to prioritize tasks, use time efficiently, manage multiple responsibilities to meet expectations and deadlines, maintain organized work practices and coordinate meetings and responsibilities effectively.

Education/Experience: A bachelor’s degree in accounting or a related field; or any combination of education and experience that provides the required knowledge, skills and abilities. An MBA or master’s degree is beneficial. Must have three to five years of detailed, technical and general accounting or finance experience, preferably in a not-for-profit or higher education setting.

Licenses/Certifications: CPA licensure is beneficial.

Supervisory Responsibility: No.

Time Type: Full-Time

Work Schedule: This is a full-time position working 12 months per year. The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday. Hours may vary depending on the operational needs of the College or department, including evenings and weekends as required.

Work Model: Hybrid (3 days in office/2 days remote)

• Must have access to reliable and secure computer and internet connection.
• Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair.
• Must ensure workstation is safe and free from hazards and ergonomically appropriate.

Compensation:Budgeted Salary Range: $72,000-$78,000 per year

Physical Requirements: This is generally a sedentary position.

• Must be able to sit for prolonged periods of time and the manual dexterity to operate a computer for prolonged periods of time.
• Must be willing to work long hours during peak times.

Instructions:  Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter:  Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own. 
• Resume: List relevant qualifications and dates of experience.
• Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

Employment RequirementsEmployment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees.  New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply. 

Safety Report

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.