Accounting Assistant
Position Information
- Job Category: Support Staff
- Position Title: Accounting Assistant
- Full Time/Part Time: Full Time
- Division: Finance and Administration
- Department: Accounting & Control
- 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.
Offer Determination
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.
Benefits
Colgate University offers a competitive benefits package, with most benefits effective on the date of hire. Highlights include: medical, dental, vision, retirement contributions, paid time off, paid family leave, health & wellness, continuing education and professional development. We also offer unique perks, such as free parking, gym discounts, bookstore savings, athletic tickets, and access to cultural and recreational facilities. Explore the full benefits package on our Benefits page.
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.
Customer Support & Stakeholder Communication:
- 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 upgrades.
- Identify routine and complex transactional discrepancies, collaborating effectively with cross-functional partners to implement solutions.
- Partner productively with internal team members to support cross-coverage, share technical knowledge, and achieve departmental goals.
- Safeguard sensitive, confidential financial data in strict adherence to privacy policies.
- Promote an inclusive and welcoming work environment by demonstrating respect for diverse perspectives and engaging collaboratively across the campus community and with external partners.
Posting Detail Information
- Requisition Number: 2026S075Posting
- Temporary: No
- Work Schedule: 40 hours per week. Monday through Friday, standard business hours.
- Job Open Date: 11/05/2026
- Job Close Date:
- Open Until Filled: No
- Special Instructions Summary:
EEO Statement
The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of skills and experience, capacity to do the job, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws.
Clery Act
CAMPUS CRIME REPORTING AND STATISTICS
The Department of Campus Safety will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu.
