Florida International University - Board of Trustees
Accounting Specialist - Biscayne Bay Campus
Florida International University - Board of Trustees, Miami, Florida, us, 33222
Job Summary
The Accounting Specialist serves as a key operational contributor to the Finance team at the Chaplin School of Hospitality and Tourism Management (CSHTM), ensuring the financial integrity and compliance of daily operations. This role is responsible for managing the procure‑to‑pay lifecycle, including processing credit card authorizations, liaising with hospitality partners for folio reconciliation, and auditing Travel Authorizations (TA) and Expense Reports (ER) for policy adherence. The Accounting Specialist actively manages departmental reimbursements involved with University and Foundation funds and ensures strict adherence to PCI compliance standards. Working closely with the Director, the incumbent analyzes financial data to support strategic decision‑making and assists in the preparation of the annual budget and monthly financial close activities.
Responsibilities
Maintains and updates complex financial spreadsheets, including transaction logs and reconciliation templates, to accurately track expenses, cash flow, and key performance indicators (KPIs) for departmental review.
Performs data entry and other office functions including monitoring invoices, following up for payments, maintaining records, logs, and files.
Liaises with external hospitality partners (hotels/venues) to execute credit card authorizations and secure post‑stay folios, ensuring accurate billing and documentation for events and travel.
Reconciles credit card statements, identifies discrepancies, and flags issues for resolution.
Prepares and processes reimbursement packages for Direct Support Organizations (DSO/Foundation), ensuring strict adherence to donor requirements and documentation standards for timely fund transfers.
Assists in the preparation of the annual budget package. Performs budgetary transactions for CSHTM, including the generation of Smart Bills, Journals IDs and budget amendments.
Prepares and supports creating Travel Authorizations (TA) and Expense Reports (ER) forms for faculty/administrators, ensuring compliance and completeness.
Serves as the vendors, faculty, staff, administration primary contact or technical contact; Handles sensitive cardholder information and/or processes credit card transactions for the department/unit; Will have access to a third‑party system (software, gateway, etc.) that processes, transmits, and/or stores cardholder information.
Coordinates the procurement lifecycle, including the submission of requisitions, creation of purchase orders, and receiving of goods. Monitors vendor payments to ensure timely disbursement and maintains accurate procurement records.
Minimum Qualifications High school diploma or equivalent and three (3) years of accounting/bookkeeping experience; or an equivalent combination of relevant education and/or experience.
Desired Qualifications
Experience with Enterprise Resource Planning (ERP) systems, particularly PeopleSoft Financials (for requisitions, POs, and journals) and travel management systems (for TAs and ERs).
Intermediate to advanced skills in Microsoft Excel, specifically the ability to create and manage pivot tables, VLOOKUPs, and complex formulas to track expenses and reconcile accounts.
Prior experience generating or processing Smart Bills and internal billing transactions within a university or large organizational setting.
Demonstrated experience managing the full requisition‑to‑payment cycle, including creating purchase orders, verifying goods receipts, and resolving invoice discrepancies with vendors.
Job Category Staff
Advertised Salary $45,000 - $48,000
Work Schedule Begin time: 8:30 AM
End time: 5:00 PM
Working Conditions Required to spend 50% or more of time operating a computer.
Pre‑Employment Requirements Expanded Background Check
Other Information
Ability to work flexible hours as needed.
Ability to travel locally.
How To Apply Current Employee : Log into Employee Self Service (ESS) to apply. Use “My Applications” to track status.
Prospective Employee : Create an account, attach resume and cover letter, then complete the online application which includes work history and educational details. All applicants must complete the online application even when attaching a resume.
Note:
*This posting will close at 12:00 a.m. of the close date.
Veterans' Preference Florida International University honors the Veterans' Preference guidelines when filling staff positions. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification.
Veterans with a VA service‑connected disability
Spouses of veterans with permanent and total service‑connected disability
Honorably discharged veterans with wartime service
Unmarried widow or widower of a veteran who died as a result of a service‑connected disability
A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, including the Global War on Terrorism Expeditionary Medal
Clery Notice In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the FIU Police Department provides crime statistics, crime prevention information, law enforcement, crime reporting, and related issues. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/.
Pay Transparency Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Employees who have access to compensation information as part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information unless the disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or consistent with the contractor's legal duty to furnish information.
Equal Opportunity FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affiliated Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.
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Responsibilities
Maintains and updates complex financial spreadsheets, including transaction logs and reconciliation templates, to accurately track expenses, cash flow, and key performance indicators (KPIs) for departmental review.
Performs data entry and other office functions including monitoring invoices, following up for payments, maintaining records, logs, and files.
Liaises with external hospitality partners (hotels/venues) to execute credit card authorizations and secure post‑stay folios, ensuring accurate billing and documentation for events and travel.
Reconciles credit card statements, identifies discrepancies, and flags issues for resolution.
Prepares and processes reimbursement packages for Direct Support Organizations (DSO/Foundation), ensuring strict adherence to donor requirements and documentation standards for timely fund transfers.
Assists in the preparation of the annual budget package. Performs budgetary transactions for CSHTM, including the generation of Smart Bills, Journals IDs and budget amendments.
Prepares and supports creating Travel Authorizations (TA) and Expense Reports (ER) forms for faculty/administrators, ensuring compliance and completeness.
Serves as the vendors, faculty, staff, administration primary contact or technical contact; Handles sensitive cardholder information and/or processes credit card transactions for the department/unit; Will have access to a third‑party system (software, gateway, etc.) that processes, transmits, and/or stores cardholder information.
Coordinates the procurement lifecycle, including the submission of requisitions, creation of purchase orders, and receiving of goods. Monitors vendor payments to ensure timely disbursement and maintains accurate procurement records.
Minimum Qualifications High school diploma or equivalent and three (3) years of accounting/bookkeeping experience; or an equivalent combination of relevant education and/or experience.
Desired Qualifications
Experience with Enterprise Resource Planning (ERP) systems, particularly PeopleSoft Financials (for requisitions, POs, and journals) and travel management systems (for TAs and ERs).
Intermediate to advanced skills in Microsoft Excel, specifically the ability to create and manage pivot tables, VLOOKUPs, and complex formulas to track expenses and reconcile accounts.
Prior experience generating or processing Smart Bills and internal billing transactions within a university or large organizational setting.
Demonstrated experience managing the full requisition‑to‑payment cycle, including creating purchase orders, verifying goods receipts, and resolving invoice discrepancies with vendors.
Job Category Staff
Advertised Salary $45,000 - $48,000
Work Schedule Begin time: 8:30 AM
End time: 5:00 PM
Working Conditions Required to spend 50% or more of time operating a computer.
Pre‑Employment Requirements Expanded Background Check
Other Information
Ability to work flexible hours as needed.
Ability to travel locally.
How To Apply Current Employee : Log into Employee Self Service (ESS) to apply. Use “My Applications” to track status.
Prospective Employee : Create an account, attach resume and cover letter, then complete the online application which includes work history and educational details. All applicants must complete the online application even when attaching a resume.
Note:
*This posting will close at 12:00 a.m. of the close date.
Veterans' Preference Florida International University honors the Veterans' Preference guidelines when filling staff positions. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification.
Veterans with a VA service‑connected disability
Spouses of veterans with permanent and total service‑connected disability
Honorably discharged veterans with wartime service
Unmarried widow or widower of a veteran who died as a result of a service‑connected disability
A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, including the Global War on Terrorism Expeditionary Medal
Clery Notice In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the FIU Police Department provides crime statistics, crime prevention information, law enforcement, crime reporting, and related issues. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/.
Pay Transparency Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Employees who have access to compensation information as part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information unless the disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or consistent with the contractor's legal duty to furnish information.
Equal Opportunity FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affiliated Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding nondiscrimination, contact FIU's Office of Civil Rights Compliance and Accessibility at 305.348.2785 or email ocrca@fiu.edu.
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