Accounting & Operations Specialist

Title: Accounting & Operations Specialist | Location::
Berkeley, CA | Salary Band: $65,000 – $89,000

Reports to: Head of Research Admin & Innovation| Status: Full-time (Primarily In-person)

ABOUT ICSI

The International Computer Science Institute (ICSI) is an independent non-profit research institute in the heart of Berkeley, California. ICSI is a place where researchers solve hard problems and help change the world. We pioneer interdisciplinary research across all areas of computer science and data science to generate fundamental insights, address societal challenges, and catalyze entrepreneurial opportunity.

We foster a uniquely flexible and collaborative intellectual environment.

• It’s about big ideas. ICSI is a place for taking on daunting challenges—not “playing it safe.” Our researchers pursue questions they feel are in the public interest and advance technologies that address important societal needs. This transformative work often spans disciplines, sectors, and borders.
• It’s about solving problems, not submitting papers. Unlike industry or academia, ICSI does not have strict expectations on research output. We may write traditional research papers, but we also release software, curate datasets, build research communities, and spin out startup companies. Our researchers leverage strong ties with UC Berkeley and the Silicon Valley ecosystem to bring great ideas to fruition in whatever way is best suited to the problem at hand.
• It’s about inclusion. Visitors come from all over the world to pursue research ’ve hosted scientists and more than 620 postdocs from Germany, Spain, Switzerland, Finland, Italy, the United Kingdom, Holland, Israel, China, Japan, Singapore, the Philippines, Brazil, Canada, and more. We believe diverse perspectives create the best ideas.

We are looking for equity-minded applicants who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at ICSI, you can expect to be part of an inclusive, innovative and equity-focused community that requires broad collaboration among staff, students and community partners.

ABOUT THE ROLE

ICSI is seeking a meticulous and proactive Accounting & Operations Specialist to support our growing operational and financial infrastructure. This position plays a critical role in the day-to-day accounting, payroll, and vendor management processes that keep the institute running smoothly. This role will work closely with ICSI’s accounting and financial management services (AFMS) provider to ensure seamless financial operations, compliance, and accurate record-keeping.

The position reports directly to the Head of Research Administration & Innovation and will assist with other administrative tasks and projects as needed.

KEY RESPONSIBILITIES

Accounting Operations

• Provide high-quality customer service with a strong understanding of its importance in operational excellence. Proactively communicate effectively, both orally and in writing, in a timely and professional manner.
• Maintains up-to-date and accurate records of transactions, accounts receivable, accounts payable, inventories, and various other records.
• Work with AFMS to prepare and enter journal entries and perform bank account and other balance sheet account reconciliations.
• Manage monthly coding and reconciliation of company credit card transactions.
• Assist with annual audit preparation and documentation, annual Workers’ Compensation audit, and Form 5500 filing.
• Review all transactions posted to assigned accounts by ensuring all account activity is recorded, all adjustments are calculated and corrections made.
• Identify, research, review, and resolve accounts payable and receivable discrepancies.
• Ensure compliance with institutional policies, vendor contracts, sponsor requirements, and applicable accounting standards.
• Support month-end and year-end closing processes, including preparation of reports and reconciliations.

Accounts Payable

• Monitor Accounts Payable mailbox to ensure the proper coding and routing of vendor invoices, bills, and…