Accounting and Operations Specialist Job at ICSI in Berkeley, California, USA

The International Computer Science Institute (ICSI) is seeking an Accounting and Operations Specialist with strong bookkeeping experience to support its financial operations in Berkeley, California. This full-time position involves maintaining financial records, managing accounts payable and receivable, assisting with payroll, and preparing documentation for audits and reporting.

The role may suit an organised accounting professional who can work independently, manage deadlines, and maintain accurate and confidential financial information.

Job Overview

• Job Title: Accounting & Operations Specialist, Bookkeeper-Focused
• Employer: International Computer Science Institute (ICSI)
• Location: Berkeley, California, USA
• Salary: $65,000 to $75,000 per year
• Employment Type: Full-time
• Work Arrangement: Primarily on-site, with some hybrid flexibility
• Reports To: Controller
• Experience Required: Two to four years in accounting, bookkeeping, or financial operations

About the Employer

ICSI is an independent nonprofit research institute based in Berkeley, California. Its work covers computer science and data science research, with an emphasis on interdisciplinary collaboration and addressing wider societal challenges.

The Accounting and Operations Specialist will help maintain the financial systems that support the institute’s research and administrative activities.

Job Description

The successful candidate will handle day-to-day bookkeeping and accounting processes, including reconciliations, journal entries, vendor payments, incoming payments, and month-end close support. The role also involves working with an external accounting partner and supporting payroll and human resources administration.

Accurate documentation, financial compliance, and the ability to identify discrepancies are important parts of the position.

Key Responsibilities

• Maintain accurate accounts payable, accounts receivable, and general ledger records.
• Reconcile bank accounts, credit cards, and balance sheet accounts.
• Prepare and enter journal entries in coordination with the external accounting partner.
• Support month-end and year-end closing procedures.
• Process invoices, reimbursements, and vendor payments.
• Maintain vendor documentation, including W-9 forms and 1099 records.
• Assist with annual 1099 preparation and filing coordination.
• Record incoming payments and maintain accounts receivable information.
• Support billing for grants, contracts, and sponsored projects.
• Track outstanding balances and assist with project setup and billing in Sage Intacct.
• Support payroll processing using BambooHR and review timesheets and paid-time-off balances.
• Assist with payroll reconciliations and employee benefit allocations.
• Maintain organised documentation for financial and workers’ compensation audits.
• Help ensure compliance with internal policies, vendor contracts, and grant requirements.

Qualifications and Requirements

Applicants should have:

• Two to four years of experience in accounting, bookkeeping, or financial operations.
• Working knowledge of accounting and bookkeeping principles.
• Strong Excel skills.
• Experience using accounting or enterprise resource planning systems.
• Familiarity with payroll or human resources systems.
• Strong attention to detail and dependable record-keeping.
• Ability to manage multiple deadlines and competing priorities.
• Professional communication skills.
• Ability to handle confidential financial and employee information responsibly.

Experience with Sage Intacct is an advantage. Familiarity with BambooHR is preferred. Experience in nonprofit organisations, research institutions, higher education, grant reporting, or process improvement is also beneficial.

The listing states that employees working on-site must meet ICSI’s COVID-19 vaccination requirement, including recommended boosters, subject to reasonable accommodations for eligible reasons.

Salary and Benefits

The advertised annual salary range is $65,000 to $75,000.

The supplied job description does not provide a complete benefits package for this specific position. Candidates can confirm available benefits and employment terms with ICSI during recruitment.

Who Should Apply

This role may suit bookkeepers, accounting specialists, and finance operations professionals who have experience managing everyday accounting tasks. Candidates with strong Excel skills and experience handling reconciliations, invoices, payroll support, and financial records may be particularly suitable.

Applicants who have worked in nonprofit or research environments may also benefit from relevant experience with grants and sponsored projects.

Frequently Asked Questions

1. Where is the job located?

The position is based in downtown Berkeley, California, USA, near the Downtown Berkeley BART Station.

2. What is the salary range?

The advertised salary is $65,000 to $75,000 per year.

3. Is the role remote?

No. The listing describes the role as mostly in-office, with some flexibility for a hybrid schedule.

4. How much experience is required?

Applicants should have two to four years of experience in accounting, bookkeeping, or financial operations.

5. Which software skills are useful?

Strong Excel skills are required. Sage Intacct experience is an advantage, while BambooHR experience is preferred.

6. Is nonprofit experience compulsory?

No. Nonprofit, research, higher education, and grant-related experience are listed as desirable rather than mandatory.

7. Does ICSI confirm visa sponsorship?

The supplied listing does not confirm visa sponsorship. Applicants who need US work authorisation should check directly with ICSI.