Accounting Specialist

Job Title: Accounting Specialist

Department: Business Office

Classification: Non-Exempt

Grade: 9

FTE/Working Schedule: 20 hours per week 0.50 FTE

Position Overview:

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

Compensation:

The expected hourly rate for this position is $26.50.

Essential Job Functions/Responsibilities:

Work closely with the procurement team in the 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. Process daily supplier purchase orders and supplier contracts.

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 business office colleagues to resolve payment issues and inquiries. Support document management for EIB disbursements. Support reconciliation of supplier statements and help to resolve discrepancies. Provide settlement run support, preparing paper checks for mailing as needed. Help resolve ACH/Wire reject notifications.

Review expense reports for disbursement. 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 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 support for Accounts Payable functions during planned/unplanned leaves, assisting team members as needed. Cross-training requires familiarity with the settlement run process as well as an understanding of supplier invoice and expense report processing. 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 the Assistant Controller with other duties as assigned

Describe Supervision Received and Exercised:

Routine communication with the Assistant Controller is 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’ of full-time professional experience in an 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.

Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 25 annual leave days, 8 paid holidays, and extra days at the end of the calendar year to make a continuous week off before New Year’s. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.

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. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.