Accounting Specialist

Accounting Specialist (Part Time 20 Hours) – Grade 9

Reports To:

Assistant Controller

Department:
Business Office
Division:
Vice President & Treasurer

• 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‑train in settlement run process and in supplier invoice and expense report processing.

• Work with dedicated teams to enhance the operations of the Business Office.
• Provide support to the Assistant Controller with other duties as assigned.

• Associate Accounting degree or Accounting Certificate.
• 1–3 years’ 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 (written and verbal).
• Strong organizational and time‑management skills.

• Ability to work with a wide variety of people.
• Professional appearance and behavior.
• Ability to prioritize and meet deadlines.
• Ability to multitask.
• Ability to maintain a high level of accuracy.
• Research and analytical skills.
• 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.

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.