Accounting Assistant

Work Arrangement type On-Site (Hamilton, NY) – expected to work fully at the designated campus/office location. Hiring Wage/Salary Range

$20.50 - $22.50 / hour

Professional Experience/ Qualifications

• 3 or more years of professional administrative or operational experience handling accounts payable functions, payment cycles, and third-party vendor correspondence.
• Proficiency in spreadsheet applications for data organization, basic formulas, and functions (Microsoft Excel and Google Sheets).
• Familiarity with standard business communication tools (Gmail / Google Workspace).
• Exceptional verbal and written communication skills with a customer-service orientation.
• Proven attention to detail and high data entry accuracy under tight payment deadlines.
• Solid operational judgment with a demonstrated capacity to resolve transactional discrepancies constructively.
• Demonstrated commitment to maintaining strict confidentiality of sensitive financial data.

Preferred Qualifications

• Prior experience in a higher education, academic, or non-profit environment.
• Experience with Ellucian Banner or a comparable enterprise resource planning ( ERP ) system.
• Experience with Unimarket or a comparable e-procurement platform.
• Understanding of end-to-end financial workflows and how individual processing steps impact departmental deliverables and broader university goals.

Education

An Associate’s degree in Accounting, Bookkeeping, Finance or similar field, or a combination of education and experience from which comparable skills are obtained is required.

Certifications

When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.

Other Information

Work visa sponsorship is not available for this position.

Department Statement

The Office of Accounting and Control at Colgate University manages the institution’s daily financial operations. It oversees several key departments, including Accounts Payable, Payroll, Student Accounts, and Grant Management, ensuring the university’s fiscal health and regulatory compliance.

Accountabilities Accounts Payable Operations

• Review and enter accounts payable invoices accurately, including purchase orders and student reimbursements, ensuring payments are processed and released in a timely manner.
• Process weekly check runs with comprehensive report validation and required backup documentation.
• Review vendor documentation for tax compliance (W-9/W-8 verification), IRS TIN matching, and system setup.
• Perform general administrative and job-related duties as assigned.
• Field and resolve a high volume of financial inquiries from internal campus partners and external vendors regarding invoice status, purchase order setup, payment schedules, and policy guidance.
• Manage the shared accounting office email queue and phone line, delivering prompt, customer-focused support for incoming general accounting inquiries.

Compliance, Quality Control & Reconciliation

• Review financial transactions for policy alignment, returning non-compliant items with clear, constructive feedback and guidance.
• Perform monthly reconciliations of abandoned property and unclaimed funds in accordance with regulatory guidelines.

Core Competencies & Performance Standards

• Ensure high data quality by auditing entries and reports to identify anomalies and maintain system integrity across core university financial platforms.
• Evaluate existing workflows to identify opportunities for improving processing speed, accuracy, and operational efficiency.
• Adapt quickly to evolving financial regulations, administrative procedures, and institutional software…