Accounting & Operations Specialist (Bookkeeper-Focused)

Title: Accounting & Operations Specialist - (Bookkeeper-Focused) Location: Berkeley CA Salary Band: $65000 $75000 Reports to: Controller
Status: Full-time (In-person)

ABOUT ICSI

The International Computer Science Institute (ICSI) is an independent non-profit research institute in the heart of Berkeley California. ICSI is a place where researchers solve hard problems and help change the world. We pioneer interdisciplinary research across all areas of computer science and data science to generate fundamental insights address societal challenges and catalyze entrepreneurial opportunity.

We foster a uniquely flexible and collaborative intellectual environment.

• Its about big ideas. ICSI is a place for taking on daunting challengesnot playing it safe. Our researchers pursue questions they feel are in the public interest and advance technologies that address important societal needs. This transformative work often spans disciplines sectors and borders.
• Its about solving problems not submitting papers. Unlike industry or academia ICSI does not have strict expectations on research output. We may write traditional research papers but we also release software curate datasets build research communities and spin out startup companies. Our researchers leverage strong ties with UC Berkeley and the Silicon Valley ecosystem to bring great ideas to fruition in whatever way is best suited to the problem at hand.
• Its about inclusion. Visitors come from all over the world to pursue research at ICSI. Weve hosted scientists and more than 620 postdocs from Germany Spain Switzerland Finland Italy the United Kingdom Holland Israel China Japan Singapore the Philippines Brazil Canada and more. We believe diverse perspectives create the best ideas.

We are looking for equity-minded applicants who demonstrate a sensitivity to and understanding of the diverse academic socioeconomic cultural disability gender identity sexual orientation and ethnic backgrounds present in our community. When you join the team at ICSI you can expect to be part of an inclusive innovative and equity-focused community that requires broad collaboration among staff students and community partners.

ABOUT THE ROLE

ICSI is seeking a detail-oriented and reliable Accounting & Operations Specialist with strong bookkeeping experience to support our day-to-day financial operations.

This role is highly hands-on and focused on keeping our books accurate organized and up to date. Youll manage core accounting processes such as accounts payable accounts receivable reconciliations payroll support and month-end close activities while working closely with our external accounting partner (AFMS).

This is a great opportunity for someone who enjoys owning the details improving processes and ensuring financial operations run smoothly behind the scenes in a research environment.

KEY RESPONSIBILITIES

Core Accounting & Bookkeeping

• Maintain accurate financial records including AP AR and general ledger activity
• Perform monthly reconciliations (bank credit card and balance sheet accounts)
• Prepare and enter journal entries in coordination with AFMS
• Support month-end and year-end close processes
• Identify and resolve discrepancies across accounts and transactions

Accounts Payable

• Manage AP inbox and process invoices reimbursements and vendor payments
• Ensure proper coding approvals and timely processing of payments
• Maintain vendor records (W-9s 1099 tracking contact details)
• Support annual 1099 preparation and filing coordination

Accounts Receivable

• Process incoming payments (checks and electronic deposits) and maintain records
• Support invoicing for grants contracts and sponsored projects
• Track receivables and follow up on outstanding balances
• Assist with project setup and billing in Sage Intacct

Payroll & HR Operations Support

• Support payroll processing in collaboration with AFMS using BambooHR
• Review timesheets PTO balances and payroll data for accuracy
• Support payroll reconciliations (month-to-date quarter-to-date year-to-date)
• Assist with employee benefit rate tracking and allocations
• Support tax setup and payroll coordination for employees on visas

Compliance & Audit Support

• Assist with annual financial and workers compensation audits
• Maintain organized financial records and documentation
• Ensure compliance with internal policies vendor contracts and grant requirements

WHAT WERE LOOKING FOR

Were looking for someone who is:

• Highly detail-oriented and dependable with financial data
• Comfortable owning bookkeeping processes end-to-end
• Organized and able to manage multiple deadlines
• Clear and professional in communication
• Comfortable working with sensitive and confidential information

Required Skills

• Working knowledge of accounting and bookkeeping principles
• Strong Excel skills
• Experience with accounting or ERP systems (Sage Intacct a plus)
• Experience with payroll or HR systems (BambooHR preferred)
• 24 years of experience in accounting bookkeeping or financial operations

Nice to Have

• Nonprofit research or higher education experience
• Experience with grant reporting or sponsored projects
• Process improvement or systems experience

WHY THIS ROLE

This is a great role for someone who enjoys steady ownership of accounting operations not just processing tasks. Youll play a key part in keeping ICSIs financial systems accurate reliable and audit-readysupporting the researchers and programs that make our work possible.

LOCATION
Downtown Berkeley CA right next to the Downtown Berkeley BART Station. Mostly in-office with some flexibility for a hybrid work schedule.

Please Note: ICSI requires employees working on-site to be fully vaccinated against COVID-19 including recommended boosters. Reasonable accommodations may be considered for medical or legally protected reasons. Our safety protocols include enhanced ventilation masking during periods of elevated risk and adherence to public health guidance.

For more information please see

CONNECT WITH THE PEOPLE TEAM

At ICSI we believe that great research happens in a supportive and inclusive environment. Our People Team is here to help.

General HR Questions & Support

Have a question about benefits policies employment verification or workplace processes Want to share feedback or suggestions Were happy to hear from you. Please reach out at

Job Applications & Accommodations

If youre applying for a position and need assistance or a reasonable accommodation at any stage of the application or interview process please email To help us respond quickly include the job title and a brief description of your request.

Were committed to responding with care respect and appropriate confidentiality.

ICSI is an equal opportunity employer and makes employment decisions on the basis of merit. The Institute is committed to having the best available persons in every job. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or protected veteran status.

Required Experience:

Manager