Accounting & Operations Specialist - (Bookkeeper-Focused)
About The Position
The International Computer Science Institute (ICSI) is seeking a detail-oriented and reliable Accounting & Operations Specialist with strong bookkeeping experience to support our day-to-day financial operations. This role is highly hands-on and focused on keeping our books accurate, organized, and up to date. You’ll manage core accounting processes such as accounts payable, accounts receivable, reconciliations, payroll support, and month-end close activities, while working closely with our external accounting partner (AFMS). This is a great opportunity for someone who enjoys owning the details, improving processes, and ensuring financial operations run smoothly behind the scenes in a research environment.
Requirements
- Working knowledge of accounting and bookkeeping principles
- Strong Excel skills
- Experience with accounting or ERP systems (Sage Intacct a plus)
- Experience with payroll or HR systems (BambooHR preferred)
- 2–4 years of experience in accounting, bookkeeping, or financial operations
Nice To Haves
- Nonprofit, research, or higher education experience
- Experience with grant reporting or sponsored projects
- Process improvement or systems experience
Responsibilities
- Maintain accurate financial records, including AP, AR, and general ledger activity
- Perform monthly reconciliations (bank, credit card, and balance sheet accounts)
- Prepare and enter journal entries in coordination with AFMS
- Support month-end and year-end close processes
- Identify and resolve discrepancies across accounts and transactions
- Manage AP inbox and process invoices, reimbursements, and vendor payments
- Ensure proper coding, approvals, and timely processing of payments
- Maintain vendor records (W-9s, 1099 tracking, contact details)
- Support annual 1099 preparation and filing coordination
- Process incoming payments (checks and electronic deposits) and maintain records
- Support invoicing for grants, contracts, and sponsored projects
- Track receivables and follow up on outstanding balances
- Assist with project setup and billing in Sage Intacct
- Support payroll processing in collaboration with AFMS using BambooHR
- Review timesheets, PTO balances, and payroll data for accuracy
- Support payroll reconciliations (month-to-date, quarter-to-date, year-to-date)
- Assist with employee benefit rate tracking and allocations
- Support tax setup and payroll coordination for employees on visas
- Assist with annual financial and workers’ compensation audits
- Maintain organized financial records and documentation
- Ensure compliance with internal policies, vendor contracts, and grant requirements
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
