Accounting Associate

Job Category: Fulltime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based
Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.
The Athenaeum is a private membership club on the beautiful campus of Caltech in Pasadena, California. Caltech, founded in 1891, is a world-renowned center of scientific study that ranks among the best universities in the world. The club was founded in 1930 as a gathering place for Nobel Laureates, faculty, and scholars to stimulate friendship and the exchange of ideas about science, art, and literature. Today, 90 years later, The Athenaeum continues to serve faculty, staff, students, and select community members as they gather to dine, celebrate, and entertain.
The Athenaeum serves approximately 3,900 members, offering dining, private and special events, and lodging. The club is recognized as a "Platinum Club of America" confirming its place among the top 50 private clubs in the country.
Job Summary
Reporting to the Finance Director, the Accounting Associate fulfills a broad range of responsibilities to support The Athenaeum Accounting Department.
Essential Job Duties

• Reconcile banquet event orders and POS checks to confirm all charges have been posted correctly, and review any discrepancies with the appropriate manager or staff member.
• Work with the Private Events department to support streamlining existing processes and improve efficiency.
• Reconcile hotel charges on a daily basis including miscellaneous, no-show, taxable and non-taxable room charges, and record other hotel incremental revenues.
• Reconcile dining charges between Innfinity (property management system) and Northstar (accounting system).
• Perform accounts receivable closings, including reconciliations and closing of the holding accounts.
• Record and reconcile intra-company sales.
• Record advance payments in the deposit logbook and provide copies of payments to the Private Events team.
• Maintain a chronological record of all private events, advance deposits, and payments by month to monitor payment statuses of all private event bookings.
• Follow up on the outstanding balances due from private events.
• Generate ad hoc reports related to private events upon request.
• Answer member questions related to statement charges by pulling chits, comparing signatures, etc.
• Assist with processing Accounts Payable.
• Enter adjustment amounts into the accounting system as part of month-end close and billing.
• Process requests for the department and reciprocal sponsored accounts received from Private Events.
• Maintain NorthStar and other accounting records by opening and closing accounts.
• Monitor sponsored accounts for full payment.
• Process remote check deposits.
• Ad hoc projects upon request.

Basic Qualifications

• An Associate degree or equivalent.
• 3-4 years' experience in accounts receivable and/or accounts payable.
• Demonstrates a high degree of attention to detail, and organizational and analytical skills.
• Experience managing and prioritizing multiple tasks and deadlines simultaneously.
• Must be a motivated self-starter who is deadline driven and can work independently with minimal supervision.
• Demonstrates strong customer service skills and has experience providing excellent support to guests, clients, club members, etc.
• Must possess excellent oral and written communication skills.
• Demonstrates the ability to work effectively and build professional working relationships with club staff, and various levels of management.

Preferred Qualifications

• Proficient with Microsoft Office, especially Excel.
• Experience with NorthStar and/or Innfinity is a plus.

Required Documents

• Resume

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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