Accounting Operations Specialist

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.
** Inquiries Regarding Application Status
** Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click  to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews.

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* Location:

** Claremont, CA
** Job Posting

Title:

** Accounting Operations Specialist
** Job Details and Requirement:
**** Department:
** Office of the Treasurer
** Supervisor:
** Director of Budget and Finance
** Last Updated: 11/3/2025
**** GENERAL DESCRIPTION
** The Account Operations Specialist works independently to lead a variety of college-specific accounting, financial operations, and compliance responsibilities for the College and the Office of the Treasurer.
** ESSENTIAL FUNCTIONS
**** Accounting and Financial Operations
*** Ensure correct worktags and accounting classifications on all Workday transactions, reviewing the system monthly to identify and correct errors.
* Prepare and review journal entries, supplier invoices, reconciliations, and account analyses to ensure accuracy and compliance with College policies.
* Assist with year-end closing processes and provide support for annual financial statements, audit and tax schedules, including preparation of 990 support schedules and coordination with key department stakeholders to obtain required information.
* Prepare annual account reconciliations as assigned and lead year-end community communications for finance deadlines. Complete year-end tasks and schedules as assigned, which may include, but are not limited to:
* Reconcile grant and gift accounts.
* Reconcile balance sheet ledger accounts
* Analyze deferred revenue accounts
* Partner with the Finance Coordinator to ensure all outstanding P-card transactions are accounted for.
* Demonstrate proficiency in navigating the trial balance, general ledger detail, financial statements, and other accounting reports to reconcile balances and provide accurate information to department staff. Maintain a broad understanding of accounting practices across College departments and subsidiary activities and track separately invested funds for the College.
** Procurement Card (P-Card) Management
*** Serve as the College P-card administration lead, managing the P-card system, cardholders, credit limits, and overall system operations.
* Train the College community on P-card policies and Workday expense recording, and lead communications when policies are not adhered to.
* Maintain and update the P-card audit process and review College P-card policies to recommend revisions to the supervisor as needed to ensure compliance and improve processes.
** Grants and Gifts Accounting
*** Serve as the College’s primary contact for grant and gift accounting, reconciliations and reporting.
* Lead the College’s gift reconciliation process in partnership with the Advancement department, serving as the lead partner for coordination and accuracy. Maintain and update the shared monthly gift reconciliation process, review gift balances, ensure departments are aware of available funding, prevent overspending, and collaborate with Advancement for reporting.
* Perform grant accounting and reporting activity for the College as needed. Activities may include:
* Assist in preparation of grant proposal budgets
* Review and report on grant expenditures for propriety against grant budgets
* Work independently with the College’s Sponsored Research Office, Principal Investigators and the consortium’s Financial Services Office to resolve grant budgeting and accounting issues
* Monitor compliance requirements for private, state and federal grants and prepare periodic grant activity reports
* Prepare grant invoices and monitor that grant payments are received and…