Accounting Specialist - Biscayne Bay Campus

Accounting Specialist - Biscayne Bay Campus

Accounting Specialist serves as a key operational contributor to the Finance team at the Chaplin School of Hospitality and Tourism Management (CSHTM), ensuring financial integrity and compliance of daily operations. The role manages the procure‑to‑pay lifecycle, processes credit card authorizations, liaises with hospitality partners for folio reconciliation, audits Travel Authorizations (TA) and Expense Reports (ER) for policy adherence, and manages departmental reimbursements and PCI compliance.

Working closely with the Director, the incumbent analyzes financial data to support strategic decision‑making and assists with the annual budget and monthly financial close activities.

• Maintain and update complex financial spreadsheets, transaction logs and reconciliation templates to track expenses, cash flow and key performance indicators.
• Perform data entry and office functions including monitoring invoices, following up on payments, maintaining records, logs and files.
• Liaise 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.
• Reconcile credit card statements, identify discrepancies, and flag issues for resolution.
• Prepare and process reimbursement packages for Direct Support Organizations (DSO/Foundation), ensuring adherence to donor requirements and documentation standards.
• Assist in preparation of the annual budget package and perform budgetary transactions for CSHTM, including generation of Smart Bills, Journal IDs and budget amendments.
• Prepare and support creation of Travel Authorizations (TA) and Expense Reports (ER) forms for faculty/administrators, ensuring compliance and completeness.
• Serve as primary contact for vendors, faculty, staff and administration; handle sensitive cardholder information and process credit card transactions within a third‑party system.
• Coordinate the procurement lifecycle: submit requisitions, create purchase orders, receive goods, and monitor vendor payments to ensure timely disbursement and accurate procurement records.

High school diploma or equivalent and three (3) years of accounting/bookkeeping experience; OR an equivalent combination of relevant education and/or experience.

• Experience with Enterprise Resource Planning (ERP) systems, particularly People Soft Financials (requisitions, POs, journals) and travel management systems (TAs and ERs).
• Intermediate to advanced skills in Microsoft Excel, including 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.

Staff

$45,000 - $48,000

Begin time: 8:30 AM
End time: 5:00 PM

Required to spend 50% or more of time operating a computer.

Expanded Background Check.

• Ability to work flexible hours as needed.
• Ability to travel locally.

All applicants are required to complete the online application, including work history and educational details. Attach a resume and cover letter (combined into one PDF or Word file). The posting will close at 12:00 am of the close date.

Florida International University honors Veterans' Preference guidelines. Applicants claiming preference must attach a DD‑214 with each application.

Clery Notice:
The FIU Annual Security report is available online. Pay Transparency: FIU will not discriminate based on pay inquiries. EEO Statement: FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative 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.