Accounting Specialist

Job Description

Job Description

• Administrator: Controller
• Preferred Experience:  Two years of experience in accounts payable or general accounting.
• Education Required: Associate or bachelor’s degree in accounting, finance, or business administration.
• Overtime Status:  Non-exempt, eligible for overtime
• Full Time Equivalent & Benefits:  1.0 FTE; eligible for benefits
• Location: Onsite in Bozeman, MT
• Preferred Start Date: September 28, 2026

MAJOR DUTIES AND RESPONSIBILITIES:

The Accounting Specialist for the Montana State University Alumni Foundation (“Alumni Foundation”) supports the financial operations of the organization by ensuring timely, accurate, and compliant processing of all payables and receivables. The role manages invoice processing, vendor payments, expense reimbursement, and related accounting functions while upholding audit standards, donor restrictions, and University/Alumni Foundation policies. Duties require significant attention to detail and the ability to effectively manage a variety of accounting tasks. The Accounting Specialist reports to the Controller.

SPECIFIC DUTIES AND RESPONSIBILITIES:

1. Accounts Payable & Receivable Management
   • Review, code, and process invoices, check requests and documents in accordance with Alumni Foundation policies.
   • Ensure accurate recording of expenses to appropriate funds, entities, and donor restricted accounts.
   • Verify proper approvals and compliance with IRS and state regulations.
   • Prepare weekly payment runs including checks, ACH, and wire transfers via online platform.
   • Monitor outstanding payables, credits, and discrepancies.
   • Generate and send accounts receivable invoices.
2. Treasury Operations
   • Manage daily cash positioning, forecasting, and short-term liquidity needs.
   • Oversee bank accounts, wire transfers, and electronic payments, ensuring accuracy and security.
3. Vendor and Internal Customer Support
   • Serve as primary contact for vendors, staff and partners regarding payment status and accounts payable guidelines.
   • Maintain accurate vendor records, including W9 forms and managing the onboarding of new service providers.
   • Resolve billing disputes and payment questions promptly.
4. Accounting and Compliance
   • Oversee coding and reconciliations of all corporate credit card transactions and employee reimbursements.
   • Assist with month-end closing including AP accruals and reconciliations.
   • Support annual audits with schedules and documentation.
   • Maintain organized digital and physical records to support a “paperless” audit environment in accordance with retention policies and procedures.
   • Train staff on billing and credit card platforms as needed to ensure compliance with Alumni Foundation’s travel and expense policies.
   • Lead the annual 1099 preparation and filing process to ensure federal compliance.
   • Assist the Accounting team with journal entries and financial adjustments as needed.
5. Process Improvement
   • Identify workflow improvements and opportunities for automation.
   • Support financial systems updates and policy changes.
   • Recommend internal control enhancements.
6. Affect and maintain a professional, proactive, positive, highly collaborative, and performance-centric work environment.
7. Perform other duties, as assigned.

Duties and responsibilities are subject to change.

SPECIAL SKILLS AND QUALIFICATIONS:

1. Proven experience managing accounting for multiple entities or departments.
2. Direct experience with Ramp, Bill.com, or similar cloud-based spend management platforms.
3. High proficiency in Microsoft Excel and automated accounting systems (experience with Blackbaud Financial Edge is a significant plus).
4. Strong understanding of the 1099-NEC and 1099-MISC filing requirements.
5. Extreme attention to detail and accuracy.
6. Excellent communications skills for interacting with diverse vendors and internal staff.
7. Ability to handle sensitive financial information with confidentiality.
8. Ability to follow policies and procedures.
9. Ability to organize and multi-task accurately in a busy environment.

BENEFITS:

The MSU Alumni Foundation offers a comprehensive benefit package which includes medical, dental, and vision insurance (all of which are 90-100% employer-paid for employee-only coverage), 403(b) retirement plan with 7% employer contribution after 1-yr anniversary, up to 5 weeks’ paid time-off, 11 paid holidays, tuition assistance and more. 

APPLICATIONS AND RECRUITMENT:

Qualified candidates should submit a cover letter, a resume, and three professional references online. Recruitment will begin immediately and will continue until the position is filled. Compensation will be commensurate with qualifications and experience.

The MSU Alumni Foundation is an equal employment opportunity employer who believes that diversity, equity and inclusion allow us to better serve our students and communities and are critical to supporting the mission of Montana State University as a land-grant institution.