Pitzer College
Accounting Operations Specialist
Location: Claremont, CA
Job Posting Title: Accounting Operations Specialist
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
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 support annual financial statements, audit and tax schedules, including preparation of 990 support schedules and coordination with key stakeholders.
Prepare annual account reconciliations, lead year‑end community communications for finance deadlines, and complete year‑end tasks such as reconciling grant and gift accounts, reconciling balance sheet ledger accounts, analyzing deferred revenue accounts, and partnering with the Finance Coordinator to account for outstanding P‑card transactions.
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 broad understanding of accounting practices across College departments and subsidiary activities, tracking 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 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, maintaining the shared monthly process, reviewing gift balances, preventing overspending, and collaborating with Advancement for reporting.
Perform grant accounting and reporting activities, including preparation of grant proposal budgets, review of expenditures against budgets, resolution of grant budgeting and accounting issues with the Sponsored Research Office, monitoring compliance requirements for private, state and federal grants, preparing periodic grant activity reports, preparing grant invoices, and ensuring correct crediting of payments.
Prepare annual deferred revenue and unexpended receivables journal entries for year‑end closing.
Leadership and Institutional Collaboration
Act as liaison with the TCCS accountant for study abroad expense accounting, grant accounting, reconciliations, and reporting.
Assist the Budget and Finance Analyst in interpreting departmental financial reports and monitoring revenue and expense activity.
Lead process improvement initiatives related to financial operations and Workday procedures, updating job aids, guides, and training materials for staff.
Collaborate with team members to research and respond to accounting and financial operations questions, providing guidance and training.
Collaborate with the Finance Coordinator to provide customer service, reviewing transactions for accurate classification and documentation.
Provide back‑up support for the Finance Coordinator, including preparing weekly, monthly, and quarterly journal entries.
Provide detail‑oriented support for College Board meetings, ensuring financial information and analyses are ready.
Lead completion of College‑wide surveys in partnership with the Institutional Research department.
Perform other essential duties as assigned.
Required Knowledge, Skills and Abilities
Ability to learn and effectively use various information systems required for the position.
Proficiency in Microsoft Word and Excel, including constructing and maintaining complex spreadsheets. Familiarity with PowerPoint and Access.
General accounting knowledge with experience in accounting analyses, account reconciliations, and financial reporting. Preferably knowledge of college, university, or other not‑for‑profit accounting and grant accounting (including fund accounting).
Strong analytical and problem‑solving skills; ability to identify and resolve problems promptly by gathering and analyzing information.
Strong customer service ability and clear communication of financial concepts to non‑financial individuals, working effectively with a diverse community of faculty, staff, and students.
Ability to maintain confidentiality, be open to ideas, try new things, and exhibit maturity and composure in challenging situations.
Professionalism in interactions, decision‑making, and presentation of work.
Capability to train others in use of the College’s information systems.
Strong verbal and written communication skills in English, accurate spelling, grammar, and effective presentation of numerical data.
Adaptability to changes in the work environment, managing competing demands, and handling frequent change, interruptions, delays, or unexpected events with professionalism.
Ability to prioritize tasks, use time efficiently, manage multiple responsibilities to meet expectations and deadlines, and coordinate meetings and responsibilities effectively.
Education and Experience
Bachelor’s degree in accounting or a related field, or an equivalent combination of education and experience.
3–5 years of detailed, technical, and general accounting or finance experience, preferably in a not‑for‑profit or higher education setting.
MBA or master’s degree is beneficial.
Licenses and Certifications CPA licensure is beneficial.
Work Schedule and Model
Full‑time, 12 months per year.
Regular hours: 8:00 am‑5:00 pm, Monday‑Friday; hours may vary to include evenings and weekends as required.
Hybrid: 3 days in office/2 days remote.
Compensation Budgeted salary range: $72,000 – $78,000 per year.
Physical Requirements
Generally sedentary.
Prolonged sitting and manual dexterity for computer use.
Willingness to work long hours during peak times.
Employment Requirements Employment is contingent upon possessing the knowledge, skills, and abilities to perform essential duties, and providing documents verifying U.S. citizenship or legal work authorization. Background investigation is required; physical lift test and pulmonary function test may be required for some positions.
COVID‑19 Vaccination Pitzer College has mandated COVID‑19 vaccination for all employees. New employees must provide proof of full vaccination, including booster, or request an exemption.
Equal Employment Opportunity and Non‑Discrimination Pitzer College adheres to principles of Equal Employment Opportunity and affirmative action, and does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status. Applicants from underrepresented groups are strongly encouraged to apply.
Application Materials
Cover Letter: explain interest, qualifications, and how core values align.
Resume: list relevant qualifications and experience dates.
Professional References: names, titles, contact info, and relationship.
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Job Posting Title: Accounting Operations Specialist
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
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 support annual financial statements, audit and tax schedules, including preparation of 990 support schedules and coordination with key stakeholders.
Prepare annual account reconciliations, lead year‑end community communications for finance deadlines, and complete year‑end tasks such as reconciling grant and gift accounts, reconciling balance sheet ledger accounts, analyzing deferred revenue accounts, and partnering with the Finance Coordinator to account for outstanding P‑card transactions.
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 broad understanding of accounting practices across College departments and subsidiary activities, tracking 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 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, maintaining the shared monthly process, reviewing gift balances, preventing overspending, and collaborating with Advancement for reporting.
Perform grant accounting and reporting activities, including preparation of grant proposal budgets, review of expenditures against budgets, resolution of grant budgeting and accounting issues with the Sponsored Research Office, monitoring compliance requirements for private, state and federal grants, preparing periodic grant activity reports, preparing grant invoices, and ensuring correct crediting of payments.
Prepare annual deferred revenue and unexpended receivables journal entries for year‑end closing.
Leadership and Institutional Collaboration
Act as liaison with the TCCS accountant for study abroad expense accounting, grant accounting, reconciliations, and reporting.
Assist the Budget and Finance Analyst in interpreting departmental financial reports and monitoring revenue and expense activity.
Lead process improvement initiatives related to financial operations and Workday procedures, updating job aids, guides, and training materials for staff.
Collaborate with team members to research and respond to accounting and financial operations questions, providing guidance and training.
Collaborate with the Finance Coordinator to provide customer service, reviewing transactions for accurate classification and documentation.
Provide back‑up support for the Finance Coordinator, including preparing weekly, monthly, and quarterly journal entries.
Provide detail‑oriented support for College Board meetings, ensuring financial information and analyses are ready.
Lead completion of College‑wide surveys in partnership with the Institutional Research department.
Perform other essential duties as assigned.
Required Knowledge, Skills and Abilities
Ability to learn and effectively use various information systems required for the position.
Proficiency in Microsoft Word and Excel, including constructing and maintaining complex spreadsheets. Familiarity with PowerPoint and Access.
General accounting knowledge with experience in accounting analyses, account reconciliations, and financial reporting. Preferably knowledge of college, university, or other not‑for‑profit accounting and grant accounting (including fund accounting).
Strong analytical and problem‑solving skills; ability to identify and resolve problems promptly by gathering and analyzing information.
Strong customer service ability and clear communication of financial concepts to non‑financial individuals, working effectively with a diverse community of faculty, staff, and students.
Ability to maintain confidentiality, be open to ideas, try new things, and exhibit maturity and composure in challenging situations.
Professionalism in interactions, decision‑making, and presentation of work.
Capability to train others in use of the College’s information systems.
Strong verbal and written communication skills in English, accurate spelling, grammar, and effective presentation of numerical data.
Adaptability to changes in the work environment, managing competing demands, and handling frequent change, interruptions, delays, or unexpected events with professionalism.
Ability to prioritize tasks, use time efficiently, manage multiple responsibilities to meet expectations and deadlines, and coordinate meetings and responsibilities effectively.
Education and Experience
Bachelor’s degree in accounting or a related field, or an equivalent combination of education and experience.
3–5 years of detailed, technical, and general accounting or finance experience, preferably in a not‑for‑profit or higher education setting.
MBA or master’s degree is beneficial.
Licenses and Certifications CPA licensure is beneficial.
Work Schedule and Model
Full‑time, 12 months per year.
Regular hours: 8:00 am‑5:00 pm, Monday‑Friday; hours may vary to include evenings and weekends as required.
Hybrid: 3 days in office/2 days remote.
Compensation Budgeted salary range: $72,000 – $78,000 per year.
Physical Requirements
Generally sedentary.
Prolonged sitting and manual dexterity for computer use.
Willingness to work long hours during peak times.
Employment Requirements Employment is contingent upon possessing the knowledge, skills, and abilities to perform essential duties, and providing documents verifying U.S. citizenship or legal work authorization. Background investigation is required; physical lift test and pulmonary function test may be required for some positions.
COVID‑19 Vaccination Pitzer College has mandated COVID‑19 vaccination for all employees. New employees must provide proof of full vaccination, including booster, or request an exemption.
Equal Employment Opportunity and Non‑Discrimination Pitzer College adheres to principles of Equal Employment Opportunity and affirmative action, and does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status. Applicants from underrepresented groups are strongly encouraged to apply.
Application Materials
Cover Letter: explain interest, qualifications, and how core values align.
Resume: list relevant qualifications and experience dates.
Professional References: names, titles, contact info, and relationship.
#J-18808-Ljbffr