Account Clerk Sr Accounting and Gift Processing Specialist

Bemidji State University (BSU) invites qualified applicants to join our team as the Accounting and Gift Processing Specialist.
 
The Accounting and Gift Processing Specialist is responsible for accounts payable, gift processing, scholarship budget tracking, and preparing applications and financial reports necessary to conduct the business of the office of University Advancement (BSUAF). Duties include processing accounts payable ensuring expenses have appropriate documentation and approval, gift entry/receipting/acknowledgment, calculating scholarship award amounts and other financial reporting. This position serves a variety of internal and external constituents, and will be required to interact directly with constituents, fundraising team members, and other staff. The Accounting and Gift Processing Specialist maintains awareness of and adheres to the highest standards of industry best practices, while ensuring compliance with state and federal fundraising laws and upholding university policies. Professionalism and confidentiality are essential for this position, as is a keen attention to detail. 
 
Responsibilities of the Accounting and Gift Processing Specialist include: 

• Gift Processing Lead processes gifts and revenue and ensure gifts and revenue received are accurately recorded and receipted. (Percent of Time: 40%)
  • Entering and receipting gifts and revenue received by BSUAF and providing appropriate and timely gift acknowledgement and/or tax receipt in accordance with IRS guidelines.
  • Entering appropriate gift type, funding, and appealing codes in accordance with policies/procedures.
  • Processing and submitting paperwork required to secure corporate matching gifts.
  • Recording donations of in-kind property, goods and services and providing appropriate acknowledgement and/or tax receipt in accordance with IRS guidelines.
  • Managing payroll deduction gifts for BSU employees, reconciling payroll deductions and recording gifts in database.
  • Managing all ACH, credit card, and recurring gifts, providing year-end tax receipts to donors for all recurring gifts.
  • Processing planned gifts, pledges and pledge reminders.
  • Fielding constituent phone calls/inquiries related to gift processing.

• Preparing accounts payable necessary to conduct the business of the Bemidji State University Alumni Foundation (BSUAF). (Percent of Time: 20%)
  • Verifying, coding and processing expense vouchers for the Foundation and various departments with funds housed within BSUAF
  • Processing checks for chargebacks from BSU.
  • Processing checks for BSU scholarship advance.
  • Processing payments for gift annuities.
  • Investigating when problems arise with vendors, faculty, and staff regarding nonpayment of invoices, payments, and lost checks.
  • Managing the Foundation business credit cards and coordinating receipt collection from all cardholders.
  • Reporting annual 1099 activities to vendors, annuitants, and IRS.
  • Processing expense reimbursement and mileage ensuring accuracy of calculation and appropriate documentation of expense.
  • Reconciling benefit payroll deductions to ensure appropriate amounts are being withheld/submitting payments to vendors.

• Preparing applications and financial records necessary to conduct the business of BSUAF. (Percent of Time: 20%)
  • Serving as primary liaison to YPTC (Controller) and providing documents and support as needed.
  • Preparing cash bags as needed for BSUAF events and releasing to appropriate staff.
  • Completing the monthly bank reconciliation. Preparing the daily batch (gifts and non-gift revenue) in Financial Edge.
  • Reconciling the weekly credit card deposit.
  • Processing non-charitable revenue received.
  • Reviewing daily incoming ACH transfers and distributing for processing.
  • Preparing and submitting monthly invoices to BSU and its departments (lease agreements software reimbursements, etc.).
  • Preparing IRS Form 990 post-audit and submitting it to MN State.
  • Preparing annual NCAA athletic detail reporting for BSU Business Office.

• Calculating annual scholarship award and tracking scholarship budget. (Percent of Time: 20%)
  • Calculating individual scholarship award amounts.
  • Managing renewable awards.
  • Preparing/distributing award forms.
  • Recording endowment criteria to ensure proper awarding of scholarships.

• Customer service skills sufficient to effectively communicate on the phone, in person, and online, to provide effective general and specialized office support (this requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically).
• Demonstrated experience and knowledge in  money handling processes and procedures.
• Skill in accounting sufficient to analyze financial records, calculate monthly fees, and prepare financial summaries and reports.
• Math, accounting practices, and bookkeeping knowledge sufficient to independently calculate student payroll, maintain complete and accurate records, and resolve discrepancies.
• Calculate, prepare, and issue bills, invoices, account statements, and other financial statements according to established procedures.
• Ability in customer service sufficient to explain policies and procedures, answer questions, and address complaints of customers, employees, and other individuals.
• Knowledge of generally accepted accounting principles (GAAP) and bookkeeping practices and procedures sufficient  to analyze financial transactions and assign them to specific accounts, write original journal entries that credit and debit appropriate accounts, post entries to ledger accounts, adjust entries at the end of each accounting period, and implement minor changes in fiscal operations. 

• Associate degree or certificate in accounting, bookkeeping or similar discipline. One (1) years’ experience working in MinnState’s Integrated Statewide Records System (ISRS) in cashiering, accounts receivable, or closely related area.
• Two 2 years of experience in a bookkeeping, accounting, or related position.
• Experience in cashiering and creating daily deposits, and preparation of daily reports.
• Experience in review and/or analysis of purchasing card transactions, and determining compliance with regulations, policies and procedures.
• Strong attention to detail and high degree of accuracy in working with numbers.
• Strong organizational and multi-tasking abilities.
• Excellent written and oral communication skills.

External Applicants: Apply for Vacancy Posting JR0000002390, on our career site: https://mn.gov/mmb/careers/search-for-jobs/ or at https://minnstate.wd1.myworkdayjobs.com/Minnesota_State_Careers/job/Bemidji/Account-Clerk-Senior-Accounting---Gift-Processing-Specialist_JR0000002390.

Current Employees: All current employees will need to log in to the career site in Workday to apply for a position. Employees will search for “Browse Jobs – Employees” in Workday via the search bar at the top to view open positions.
 
Internal Bid Process – Open for Bids from eligible AFSCME members from 5/19/2025 – 5/27/2025. Any current employee interested in this position and eligible to bid should submit a Bid Application by 4:30 p.m. on Tuesday, May 27^th, 2025 to Mary Miller in the HR office at mary.miller@bemidjistate.edu. The bid form may also be found on the Human Resources website.

Note: Internal bid applications will be considered prior to filling the position via the public application process and, therefore, this posting may be closed due to contractual obligations.