Accounting & Operations Specialist

Title: Accounting & Operations Specialist | Location: : Berkeley, CA | Salary Band: $65,000 – $89,000 Reports to: Head of Research Admin & Innovation| Status: Full-time (Primarily 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 meticulous and proactive Accounting & Operations Specialist to support our growing operational and financial infrastructure. This position plays a critical role in the day-to-day accounting, payroll, and vendor management processes that keep the institute running smoothly. This role will work closely with ICSI’s accounting and financial management services (AFMS) provider to ensure seamless financial operations, compliance, and accurate record-keeping. The position reports directly to the Head of Research Administration & Innovation and will assist with other administrative tasks and projects as needed.

KEY RESPONSIBILITIES

Accounting Operations Provide high-quality customer service with a strong understanding of its importance in operational excellence. Proactively communicate effectively, both orally and in writing, in a timely and professional manner. Maintains up-to-date and accurate records of transactions, accounts receivable, accounts payable, inventories, and various other records. Work with AFMS to prepare and enter journal entries and perform bank account and other balance sheet account reconciliations. Manage monthly coding and reconciliation of company credit card transactions. Assist with annual audit preparation and documentation, annual Workers’ Compensation audit, and Form 5500 filing. Review all transactions posted to assigned accounts by ensuring all account activity is recorded, all adjustments are calculated and corrections made. Identify, research, review, and resolve accounts payable and receivable discrepancies. Ensure compliance with institutional policies, vendor contracts, sponsor requirements, and applicable accounting standards. Support month-end and year-end closing processes, including preparation of reports and reconciliations. Accounts Payable Monitor Accounts Payable mailbox to ensure the proper coding and routing of vendor invoices, bills, and reimbursements for approval and payment within established internal timeframes and external due dates. Maintain accurate and complete vendor records in the Payables systems including W-9 forms, contact information, 1099 vendor indication and other relevant documentation. Work with AFMS to review calendar year vendor records for filing annual 1099s. Maintain documentation and accurate records of all payable transactions. Accounts Receivable Open and process incoming mail and checks. Scan and deposit checks while maintaining accurate receipt logs. Work with AFMS to code bank deposits and electronically received funds and apply payments to open invoices. Collaborate with the Head of Research Administration and Innovation to prepare invoices, financial reports, and vouchers to request reimbursement from government, industry, foundation, and private sponsors. Prepare and track receivable invoices. Setup new projects in Sage Intaact with billing information and requirements. Payroll & HR Support Assist AFMS with payroll processing as needed. Work with the Sponsored Projects Office to maintain proper project payroll allocations. Work with the People & Operations team to review monthly employee benefit rates. Set up and manage employee timesheets and time-off approvals. Support compliance with payroll deadlines and ensure timely timesheet submissions. Coordinate taxation setup for employees on visas using tax software support tools. Maintain and update paid time off balances, or oversee transition to automated tracking via HR software. Reconciliation of pay runs including but not limited to pay and deduction data each pay period for month to date, quarter to date and year to date balancing. Audits payroll data to confirm accuracy of payments, independently follows through on issue resolution.

REQUIRED SKILLS & COMPETENCIES

Working knowledge of accounting principles and practices. High level of accuracy and attention to detail. Strong communication and interpersonal skills. Demonstrated ability to manage multiple priorities and deadlines. Proficiency in Excel, accounting software, and document management tools (Sage Intacct and Paychex experience a plus) Discretion and comfortable working with confidential and sensitive information. Prior experience with grant reporting or non-profit financial operations is a plus.

EDUCATION AND EXPERIENCE

Bachelor’s degree in Accounting, Business Administration or a related field is a plus, but not required. 2–4 years of relevant experience in accounting, payroll, or financial administration, preferably in higher education or research institutions.

BENEFITS

ICSI offers a complete package of benefits and programs to support you and your family. Our benefits programs can help you cover health care expenses, build capital for the future, and make life a little easier. Below is a description of our benefits for employees in the United States. Medical and Prescription Insurance, including Health Savings Account compatible plans Vision Insurance Flexible Spending Accounts Commuter Spending Accounts Life and Accidental Death & Dismemberment (AD&D) Insurance Short- and Long-Term Disability Insurance Flexible Spending Accounts (FSAs) for medical and dependent care expenses 401(k) Retirement Plan that Includes a 3% automatic employer contribution and up to 7% additional employer match on employee contributions Additional Pre-tax and After-tax 401(k) Savings Options: Employees can make traditional pre-tax, Roth, or after-tax contributions to enhance long-term savings Paid time off that includes holidays, vacation, and sick leave

LOCATION

Downtown Berkeley, CA, right next to the Downtown Berkeley BART Station. Mostly in-office, with some flexibility for 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.

TO APPLY

Please submit a resume along with a cover letter describing your interest in the position to: View email address on click.appcast.io 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 Berkeley University of California