Accounting Specialist – Temporary

Job Title: Accounting Specialist (Temporary)

Department: Business Office

Classification: Non-exempt

Grade: 9

FTE/Working Schedule: 0.50 FTE / 20 Hours Per Week / One Year Appointment

Position Overview : 

The Accounting Specialist is a temporary position that supports Business Office staff with tasks related to accounts payable processing, cash receipting, and financial reporting. Responsibilities include data entry for new and existing suppliers, supplier invoice and expense report review, student cash receipts, journal entries, and assistance with other general office tasks.  This position reports to the Assistant Comptroller in the Business Office, working closely with the Accounts Payable team.

Essential Job Functions/Responsibilities :

• Work closely with procurement team in management of new supplier accounts and direct deposit enrollment. Confirm supplier tax and bank account details received are accurate and coordinate supplier account change requests. Manage supplier inquiries about required documentation. Communicate effectively with suppliers, co-workers, other internal departments and management.

• Assist Accounts Payable with invoice processing to ensure accurate and timely payments. Review supplier invoices and check requests, verifying they match appropriate documentation. Collaborate with internal departments to resolve payment issues and inquiries. Facilitate electronic record retention for student ad hoc payments. Support reconciliation of supplier statements and help to resolve discrepancies. Provide check run support, preparing paper checks for mailing as needed. Help resolve ACH/Wire reject notifications.

• Support Expense Specialist with transaction review and approval of expense reports. Understand college policy related to employee expense reimbursements to audit transactions and identify policy exceptions. Ensure necessary documentation has been received, verify expense coding for accuracy, and confirm expenses have been properly authorized.

• Assist Senior Accountant with monthly journal entries including interdepartmental charges from transportation; bookstore; printing services; mail services; MFP services; Campus Services, as well as other adjusting entries requested by individual departments.   

• Provide cashier support for student cash receipts, ensuring timely and accurate deposit to accounts. Serve as operational support for reception and general office responsibilities. Manage multiple tasks in a fast-paced environment.

• Provide support for other Business Office functions during planned/unplanned leaves, assisting team members as needed. Responsibilities require ability to work independently, with a strong attention to detail and accuracy, awareness of Business Office functions, an inquisitive personality, and an interest in learning.

Additional Job Responsibilities :

• Work with dedicated teams to enhance the operations of the Business Office

• Provide support to Assistant Comptroller with other duties as assigned

Supervision Received and Exercised:

• Routine communication with Assistant Comptroller expected ensuring business operations are performed with accuracy and efficiency.

Education/Experience (supported by job duties):

Required:   

• Associate Accounting degree or Accounting Certificate

• 1-3 years’ experience in accounting department or business office setting

• Demonstrated proficiency with Accounts Payable and/or Accounting

• Proficient with Microsoft Windows environment including Excel; Word; PowerPoint.

• Excellent communication skills (both written and verbal)

• Strong organizational and time management skills

Other Skills/Abilities :

• Ability to work with a wide variety of people

• Professional appearance and behavior

• Able to prioritize and meet deadlines

• Able to multitask

• Ability to maintain a high level of accuracy

• Ability to research and analyze

• Ability to maintain confidentiality

• Positive attitude

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels. 

Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization. 

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply. 

Staff Salary and Benefits: The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with a college contribution, a generous paid time off package, as well as access to many other campus amenities. 

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota.  Nationally recognized as the nation’s top college for undergraduate teaching, Carleton is known for its academic rigor, intellectual curiosity, and sense of humor. Carleton offers 33 majors and 38 minors  in the arts, humanities, natural sciences, mathematics, and social sciences.