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Working Title:

Account Clerk Senior Accounting & Gift Processing Specialist

Institution:

Bemidji State University

Classification Title:

Account Clerk Senior

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Bemidji

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

Job Description

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

Salary Range:

Depends on Qualifications; current pay range is $21.90 - $29.65 per hour.

Minimum Qualifications

+ 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.

Preferred Qualification

+ 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.

+ A demonstrated commitment to the principles of diversity, equity, inclusion, and anti-racism.

Other Requirements

+ All applicants must be able to lawfully accept employment in the United States at the time of an offer of employment.

+ Employment for this position is covered by the collective bargaining agreement for the **American Federation of State, County & Municipal Employees (AFSCME)** bargaining unit, which can be found at: **https://mn.gov/mmb/employee-relations/labor-relations/labor/afscme.jsp** **.**

+ In accordance with the Minnesota State Colleges and Universities (MinnState) Vehicle Fleet Safety Program, faculty and staff driving on college/university business, who use a rental or state vehicle, shall be required to complete a vehicle Use Agreement form and conform to MinnState’s vehicle use criteria and consent to motor vehicle records check annually.

+ BSU is a tobacco free workplace ( see policy ) .

Work Shift (Hours / Days of work)

Unlimited Full-time; Monday – Friday 8:00 a.m. – 4:30 p.m.

**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 (https://www.bemidjistate.edu/offices/human-resources/wp-content/uploads/sites/99/2022/05/bidIApp-2016.docx) by 4:30 p.m. on Tuesday, May 27th, 2025 to Mary Miller in the HR office at [email protected] . The bid form may also be found on the Human Resources website (https://www.bemidjistate.edu/offices/human-resources/prospective-employees/) .

**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.

Telework (Yes/No)

Currently not telework eligible.

**Inquiries about the position** :

Lisa Hofstad, Director of Advancement Operations, Bemidji State Alumni & Foundation

Phone: 218-755-4147

Email: [email protected]

If you have general questions about this posting or submitting an application or bid, contact Mary Miller at [email protected] .

About

UNIVERSITY / COMMUNITY

WHY BEMIDJI:

It’s more than a job. It’s an opportunity for the extraordinary.

_On the idyllic shores of Lake Bemidji, cradled among the limitless natural beauty of the North Woods and neighbored by Minnesota’s three largest Indigenous nations, Bemidji State University offers opportunities for the extraordinary._

Bemidji State University has been ranked as one of the top 30 public institutions in the Midwest region by U.S. News & World Report each year since 2019. BSU offers its diverse student body a comprehensive spectrum of opportunities with nearly 120 undergraduate degrees and emphasis areas in more than 50 areas of study, 14 pre-professional programs, and 14 graduate programs and certificates.

As Bemidji State continues its second century of service, our vision is simple: we educate people to lead inspired lives. To achieve this, BSU centers diversity, equity and inclusion as a core value and strives to create a campus culture in which all members are free to be their authentic selves. BSU also proactively engages with Indigenous communities in northern Minnesota and nationwide toward its goal of becoming a destination university.

BSU is a member of the Minnesota State system of colleges and universities, the third-largest system of higher education institutions in the United States. It shares a unique alignment with Northwest Technical College, with administration and student services generally having dual responsibilities to serve both campuses. Through this alignment, NTC students can take advantage of services, support, activities, and opportunities at BSU that expand and enhance their college experience — such as full access to BSU’s library and the ability to live in BSU’s on-campus resident housing.

For the first time, a joint strategic planning process will guide the future directions for both institutions. The schools are pursuing four shared strategic priorities: student success, the Nisidotaading initiative, northern distinction, and telling our story. These priorities will serve as the foundations for master planning processes for facilities, academic programs, fundraising, information technology, intercollegiate athletics, and diversity, equity, and inclusion, among others.

The Nisidotaading initiative — named for an Ojibwe phrase meaning “building mutual understanding” — is creating a statewide center of excellence. It will develop communities of practice meant to help Minnesota State colleges and universities better educate their campus communities on historical trauma and lived experiences of their Indigenous populations, and how to most effectively guide Indigenous students toward their educational goals. In addition, BSU is the first university in the United States to expose all of its students to a course on Indigenous people before graduation.

Bemidji State University acknowledges that it is located on land and water that is the current and ancestral homeland of the Ojibwe and Dakota. We acknowledge the painful history of genocide, forced assimilation, and efforts to alienate the Indigenous inhabitants from their territory here. We honor and respect the many diverse Indigenous peoples still connected to this land, retained tribal sovereignty, treaty rights, and cultural resilience. Indigenous people are spiritual and physical caretakers of this land to which we all belong. Bemidji State University respects these sacred lands, stands with the community members from these Nations, and will fight injustice in all its forms.

At Minnesota State, the work we do is more than just a job. In their pursuit of purpose, connection, and growth, our employees play a critical role on our campuses. They develop policies, provide essential services, and work to improve the well-being and quality of life for our students and for all Minnesotans. Minnesota State is committed to equity and inclusion, and we invest in our employees by providing benefits, support resources, and training and development opportunities. **Unlock your potential through possibility.**

The City of Bemidji

Bemidji State University and Northwest Technical College lie amid the lakes and forests of northern Minnesota. Bemidji State occupies a wooded campus along the western shore of Lake Bemidji while Northwest Technical College lies just three miles east, near Bemidji’s robust industrial district.

The city sits between Minnesota’s three largest American Indian tribal nations: the Leech Lake Band of Ojibwe, the Red Lake Nation and the White Earth Nation. When settling the Bemidji area in 1750, the Ojibwe people named the lake Bemidjigamaag, which means “a lake with crossing waters” as the Mississippi River flows in from the south and exits on the east. Today, a city proper with a population of around 15,000 serves as a regional economic and cultural hub for about 100,000 Minnesotans.

Located just minutes away from a thriving downtown Bemidji, both the BSU and NTC campus communities have convenient access to affordable restaurants, fine-dining experiences, cozy coffee shops, grocery stores — including a natural foods co-op — city parks, and nearly unlimited outdoor recreational opportunities. Small, locally-owned shops and art sculptures line Bemidji's downtown streets, while national chains are also found in and around the area. The historic Paul Bunyan Playhouse has a calendar of classic shows, restaurants offer weekly live music performances, the First Friday Art Walk provides a tour of new monthly art exhibits, and annual festivals bring the community together throughout the year.

Additionally, the North Woods setting means students, staff, and faculty have a variety of activities available at their fingertips year-round. With more than 400 lakes — and a 240-acre research forest owned by BSU — within 25 miles of the city, there is easy access to kayaking, canoeing, swimming, boating, paddle boarding, hunting, hiking, biking, foraging, fishing, and more. An expansive network of multi-use trail systems is available for running, cross-country skiing, single-track or fat-tire biking, and skijoring. Further, downhill skiing, snowboarding, and tubing lie just north of Bemidji at the Buena Vista Ski Area.

Bemidji is also near two of Minnesota’s 66 state parks: Lake Bemidji State Park, which sits along Lake Bemidji’s northern shore, and Itasca State Park, home to the majestic Mississippi River Headwaters. Both parks are popular recreational and camping destinations where locals and tourists gather for sailing, swimming, and fishing during the summer months, and skating, hockey, curling, and—yes—more fishing in the winter.

Of course, no tour of Bemidji is complete without a visit to — and a selfie with — its two most famous residents: the iconic statues of Paul Bunyan and his trusty companion, Babe the Blue Ox. The famed duo, which has greeted visitors to Bemidji since 1937, is on the National Register of Historic Places and was once ranked by Kodak as the second most-photographed statue in America.

For further information** About BSU (https://www.bemidjistate.edu/offices/president/search/presidential-search-profile/about-bsu/) **visit our website at:** **http://www.bemidjistate.edu

**Review a "special report on how this former lumber town has rebuilt itself as a high-speed, regional center of enterprise" at** Bemidji 2.0 (http://tcbmag.com/news/articles/2017/february/bemidji-2-0)

Other Resources:

+ Visit Bemidji – https://www.visitbemidji.com/

+ 218 Relocate / Greater Bemidji – https://www.218relocate.com/

+ Bemidji Area Chamber of Commerce – https://www.bemidji.org/

+ Explore Minnesota – https://www.exploreminnesota.com/article/top-things-to-do-bemidji

Statement of** **Notice:

Bemidji State University prohibits discrimination and sexual violence of any kind. Contact the Title IX Coordinator if you have concerns regarding discrimination and/or sexual violence.Per Minnesota State System Procedure 1B.3.1 , all universities and colleges must provide contact information of their Title IX Coordinator.

Megan Zothman, Campus Human Resources Officer & Title IX Coordinator

Email: [email protected] or [email protected]

Phone: (218) 755-2502

1500 Birchmont Drive NE, Deputy Hall, Room 335, Bemidji, MN 56601

_Bemidji State University is an Affirmative Action Equal Opportunity Employer and Educator. This document is available in alternative formats to individuals with disabilities. Consumers with hearing or speech disabilities may contact us via their preferred Telecommunications Relay Service._

Benefits Information:

At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc. We promote the health and well-being of our employees and take work/life balance seriously.

Desired Start Date:

07-14-2025

Position End Date:

Open Date:

05-14-2025

Close Date:

06-18-2025

Posting Contact Name:

Mary Miller

Posting Contact Email:

[email protected]