Accounting & Operations Specialist - (Bookkeeper-Focused)

Title: Accounting & Operations Specialist - (Bookkeeper-Focused) | Location: Berkeley, CA | Salary Band: $65,000 - $75,000 | Reports to: Controller | Status: Full-time (In-person) ABOUT ICSI The International Computer Science Institute (ICSI) is an independent non-profit research institute in the heart of Berkeley, California. ICSI is a place where researchers solve hard problems and help change the world. We pioneer interdisciplinary research across all areas of computer science and data science to generate fundamental insights, address societal challenges, and catalyze entrepreneurial opportunity. We foster a uniquely flexible and collaborative intellectual environment. It’s about big ideas. ICSI is a place for taking on daunting challenges—not “playing it safe.” Our researchers pursue questions they feel are in the public interest and advance technologies that address important societal needs. This transformative work often spans disciplines, sectors, and borders. It’s about solving problems, not submitting papers. Unlike industry or academia, ICSI does not have strict expectations on research output. We may write traditional research papers, but we also release software, curate datasets, build research communities, and spin out startup companies. Our researchers leverage strong ties with UC Berkeley and the Silicon Valley ecosystem to bring great ideas to fruition in whatever way is best suited to the problem at hand. It’s about inclusion. Visitors come from all over the world to pursue research at ICSI. We’ve hosted scientists and more than 620 postdocs from Germany, Spain, Switzerland, Finland, Italy, the United Kingdom, Holland, Israel, China, Japan, Singapore, the Philippines, Brazil, Canada, and more. We believe diverse perspectives create the best ideas. We are looking for equity-minded applicants who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at ICSI, you can expect to be part of an inclusive, innovative and equity-focused community that requires broad collaboration among staff, students and community partners. ABOUT THE ROLE ICSI is seeking a detail-oriented and reliable Accounting & Operations Specialist with strong bookkeeping experience to support our day-to-day financial operations. This role is highly hands-on and focused on keeping our books accurate, organized, and up to date. You’ll manage core accounting processes such as accounts payable, accounts receivable, reconciliations, payroll support, and month-end close activities, while working closely with our external accounting partner (AFMS). This is a great opportunity for someone who enjoys owning the details, improving processes, and ensuring financial operations run smoothly behind the scenes in a research environment. KEY RESPONSIBILITIES Core Accounting & Bookkeeping Maintain accurate financial records, including AP, AR, and general ledger activity Perform monthly reconciliations (bank, credit card, and balance sheet accounts) Prepare and enter journal entries in coordination with AFMS Support month-end and year-end close processes Identify and resolve discrepancies across accounts and transactions Accounts Payable Manage AP inbox and process invoices, reimbursements, and vendor payments Ensure proper coding, approvals, and timely processing of payments Maintain vendor records (W-9s, 1099 tracking, contact details) Support annual 1099 preparation and filing coordination Accounts Receivable Process incoming payments (checks and electronic deposits) and maintain records Support invoicing for grants, contracts, and sponsored projects Track receivables and follow up on outstanding balances Assist with project setup and billing in Sage Intacct Payroll & HR Operations Support Support payroll processing in collaboration with AFMS using BambooHR Review timesheets, PTO balances, and payroll data for accuracy Support payroll reconciliations (month-to-date, quarter-to-date, year-to-date) Assist with employee benefit rate tracking and allocations Support tax setup and payroll coordination for employees on visas Compliance & Audit Support Assist with annual financial and workers’ compensation audits Maintain organized financial records and documentation Ensure compliance with internal policies, vendor contracts, and grant requirements WHAT WE’RE LOOKING FOR We’re looking for someone who is: Highly detail-oriented and dependable with financial data Comfortable owning bookkeeping processes end-to-end Organized and able to manage multiple deadlines Clear and professional in communication Comfortable working with sensitive and confidential information Required Skills Working knowledge of accounting and bookkeeping principles Strong Excel skills Experience with accounting or ERP systems (Sage Intacct a plus) Experience with payroll or HR systems (BambooHR preferred) 2-4 years of experience in accounting, bookkeeping, or financial operations Nice to Have Nonprofit, research, or higher education experience Experience with grant reporting or sponsored projects Process improvement or systems experience WHY THIS ROLE This is a great role for someone who enjoys steady ownership of accounting operations, not just processing tasks. You’ll play a key part in keeping ICSI’s financial systems accurate, reliable, and audit-ready—supporting the researchers and programs that make our work possible. LOCATION Downtown Berkeley, CA, right next to the Downtown Berkeley BART Station. Mostly in-office, with some flexibility for a hybrid work schedule. Please Note: ICSI requires employees working on-site to be fully vaccinated against COVID-19, including recommended boosters. Reasonable accommodations may be considered for medical or legally protected reasons. Our safety protocols include enhanced ventilation, masking during periods of elevated risk, and adherence to public health guidance. For more information please see CONNECT WITH THE PEOPLE TEAM At ICSI, we believe that great research happens in a supportive and inclusive environment. Our People Team is here to help. General HR Questions & Support Have a question about benefits, policies, employment verification, or workplace processes? Want to share feedback or suggestions? We’re happy to hear from you. Please reach out at View email address on click.appcast.io. Job Applications & Accommodations If you’re applying for a position and need assistance or a reasonable accommodation at any stage of the application or interview process, please email View email address on click.appcast.io. To help us respond quickly, include the job title and a brief description of your request. We’re committed to responding with care, respect, and appropriate confidentiality. ICSI is an equal opportunity employer and makes employment decisions on the basis of merit. The Institute is committed to having the best available persons in every job. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. #J-18808-Ljbffr ICSI