Accounting Specialist

Monterey Bay Aquariam Research Institute

Monterey Bay Aquariam Research Institute

Accounting & Finance
Posted on Wednesday, May 29, 2024

Founded in 1987 by the late David Packard, MBARI is a nonprofit oceanographic research center advancing marine science and engineering to understand our changing ocean. Located in Moss Landing, California, the heart of the Monterey Bay National Marine Sanctuary, MBARI offers ready access to the open ocean and deep sea. Ongoing research programs range across autonomous and remotely operated underwater vehicle systems, control technologies, ocean physics, chemistry, geology, biology, ocean instrumentation, and information management. MBARI hosts approximately 200 employees, with shore facilities that include state-of-the-art science and engineering laboratories, manufacturing and electrical fabrication shops, and dock facilities for MBARI vessels.

MBARI has a position open for an Accounting Specialist. This position ensures that all material associated with the functions and duties assigned is processed and documented in accordance with federal and state regulations and MBARI policies and procedures. The incumbent must have skills in customer service, communication, automated report generation, and writing procedures. This position must maintain current and accurate desk procedures, utilize the automated systems and reports to maximize accuracy and efficiency, and be able to conduct internal audits or specialized research projects as needed.

Primary responsibilities:
1. Accounts Payable – Processes invoices, check request, cash advances and statements which includes matching, obtaining authorizations, data entry, maximizing discounts, and posting vouchers. Processes payments in accordance with sales/use tax and 1099 reporting regulations. Processes voided checks, codes employee accounts receivables and reconciles petty cash.

2. Credit Card Administration – Processes MBARI credit card statements and audit travel expense reports using the automated web application system. Follows month and year end procedures. Maintains payment files.

3. Accounts Receivable / Billing – Sets-up and maintains customer information for payment requests and grant reporting. Processes invoice requests and generates invoices. Uses the appropriate payment request systems to obtain payment. Processes cash receipts, makes bank deposits and follows-up with overdue invoice payments. Completes and submits required financial reports or forms for grants.

4. Purchasing – Sets-up and maintains vendor information for payment and 1099 reporting. Completes credit applications and creates annual credit letter. Processes purchase orders and purchase order revisions using the automated web application system. Maintains accurate purchase order commitments. Researches vendors in terms of credibility, pricing and product quality, and makes recommendations as needed. Sets-up and maintains corporate credit cards. Processes and submits annual 1099’s.

5. Performs other accounting related functions as necessary.

A.A. degree in Business or related field, and minimum 5 years demonstrated experience required. Must have working knowledge of accounting software, and spreadsheet applications. Must be able to use computer and other office equipment. The incumbent must have the ability to pay strict attention to detail, timeliness, accuracy, and confidentiality. Must have excellent communication and organization skills. Must be able to work with diverse groups of people.