Accounting Specialist I (Finance Department)

Accounting Specialist I

The Accounting Specialist I is responsible for critical accounting and cash management functions that ensure the accuracy, integrity, and timeliness of the College's financial records. The position performs professional-level accounting work including reconciling bank and general ledger accounts, processing journal entries, preparing account reconciliations, developing and compiling financial reports, supporting compliance and audit requirements, and maintaining departmental files. This role serves as a key contributor to daily cash operations and monthly financial close activities within the Finance Division. The position builds foundational accounting competencies that support future progression within the Accounting Services department as responsibilities increase in complexity and independence.

Job responsibilities include:

1. Monitors bank activity daily to ensure accuracy, identify discrepancies, and support timely cash management decisions.
2. Performs the weekly check run process, including ACH processing and positive pay uploads, and works with proper individuals to resolve any system or data errors.
3. Reconciles assigned College bank accounts monthly or more frequently as needed. Investigating, documenting, and resolving reconciling items.
4. Creates and maintains a variety of Finance-related spreadsheets used for reconciliations, variance analysis, and management reporting.
5. Provides support for internal and external audits/auditors by preparing documentation, schedules, and reconciliation support.
6. Creates audit papers that clearly document accountancy and compliance with policies and procedures.
7. Enters journal entries for the Finance Division. With attention to accuracy, appropriate documentation, and adherence to accounting standards.
8. Gathers, reviews and enters transactions related to campus services (e.g., printing, postage, pool vehicles) and purchase cards.
9. Performs data entry, reconciliation and reports assistance for VEBA-related matters.
10. Safeguards confidential health and medical information, including Protected Health Information, in accordance with HIPAA privacy rules.
11. Responsible for compiling and submitting annual Unclaimed Property filing; responsible for database of all void checks; files annual reports using Holder Reporting System software for each state requiring reporting.
12. Assists with Finance-related process reviews and audits.
13. Maintains satisfactory Motor Vehicle Record for Accounts Payable processing purposes.
14. Manages and reconcile petty cash activity, ensuring appropriate controls, documentation, and timely replenishment.
15. Tracks, reconciles, and amortizes prepaid expenses in accordance with accounting policies and reporting timelines.
16. Maintains fuel tax records and supporting documentation to ensure accurate reporting and regulatory compliance.
17. Prepares assigned financial schedules and one or more pages of the monthly Board of Trustees financial report.
18. Runs and reviews Fund 30 variance reports, working with department staff to research variances and implement solutions.
19. Ensures compliance with college record retention guidelines for Accounting Services department documents and files.

Education and experience requirements include:

1. Associates degree or minimum of 60 college credit hours completed required.
2. Minimum of nine credit hours of successfully completed accounting coursework required.
3. Three years of accounting experience preferred.
4. Strong verbal and written communication skills required.
5. Above-average organizational, attention-to-detail, and analytical skills required.
6. Knowledge of integrated finance software and experience with computer applications required.
7. Basic proficiency with Microsoft Office, Word, Excel, and PowerPoint required; intermediate proficiency preferred.
8. Valid driver's license required.

After training period has been completed, some remote work is possible but the candidate must live locally.