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Description
Financial AnalystCaltech
Job Category:
Fulltime Regular
Exempt Overtime Eligible:
Exempt
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.
Job Summary
The Financial Analyst position in Payment Services reports directly to the Tax Reporting Manager.
The Financial Analyst is responsible for performing higher level accounts payable functions including auditing payment requests for appropriateness, accrual of use tax and e-waste fee when applicable, interpretation of income tax and withholding requirements on special payments, understanding of accounting concepts and tax regulations, account reconciliation, problem solving, and customer service.
The role requires high attention to detail to ensure accuracy of payments and tax treatment, problem-solving, and effective communication.The Financial Analyst must be able to organize and prioritize workload to ensure timely payments and meet various assignment deadlines.
Essential Job DutiesAnalysis and Accounting - 80%
Manage and prioritize payment requests, reimbursements, confidential payments, GL entries, and other complex requests.
Analyze invoices and payment requests accurately according to policies and procedures.
Evaluate invoices and payment requests for supplier's tax status, income tax treatment and withholding, if applicable.
Interpret and apply appropriate Federal/State regulations; determine appropriate reporting requirement (1099-M, 1099-NEC, 592-B, 1042-S).
Handle and resolve vendor and campus inquiries.
Analyze requests for appropriate use tax and e-waste fee accrual.
Administer monthly recurring cell phone payments; manage program in TechMart by adding and removing participants as appropriate.
Manage all cell phone allowance enrollment forms and maintain documentation for audit purposes.
Determine appropriate payment method such as P-Card, wire transfer, e-Pay, direct deposit, or check; coordinate changes in payment method and supplier terms with Supplier Management accordingly.
Monitor and run system interface of utility invoices for specific campus departments; troubleshoot interface issues and coordinate special handling of payment.
Investigate and resolve a variety of complex and unique problems related to payment requests, tax withholding, interface issues, etc.Review daily holds report for invoice exceptions and resolve in a timely manner.
Perform reconciliation of Payment Services' GL accounts including journaling process; monitor and resolve reconciling items.
Perform AP fiscal year-end activities and coordinate AP functions with Finance; review system accruals and prepare manual accruals; assist auditors with schedules and inquiries as needed.
Perform invoice corrections such Expenditure Type and GL adjustments; prepare journal entries and manual usage for adjustments.Maintain and manage schedules of vendor retention accounts for all active construction projects.
Contribute to interpreting, administering, and implementing AP policies and procedures; recommend changes to streamline processes.
Evaluate practices to ensure compliance with Institute and government protocols; ensure compliance with all federal rules, regulations, and guidelines as they relate to Payment Services.
Develop and create desktop procedures, guidelines, and training materials, document business processes for reference and consistent practice.Perform other duties and projects as assigned.
Customer Service - 20%
Train new TechMart system users and provide one-on-one training, as needed; organize and conduct monthly TechMart training including updating materials and user guides.
Communicate and train end-users on policies and procedures related to payment requests, tax reporting, income tax withholding, etc.Provide customer service and maintain favorable working relationships with staff, end-users, and vendor community.
Basic Qualifications
Bachelor's degree or equivalent
Minimum 7 years of experience in accounts payable, accounting, and data analysis, tax reporting.
Position requires strong knowledge and experience in a full-cycle automated accounts payable environment including supplier management, expensing, accruals, payment inquiries, AP and cash accounting.
Must have ERP experience with an emphasis in Accounts Payable and General Ledger; understanding of chart of accounts and AP expenses.
Proficiency with using Microsoft Office Suite.Basic understanding of income tax reporting (IRS Accountable Plan, 1099 reporting, etc.).
Highly analytical, detail oriented, self-motivated, and very organized.
Effective business verbal and written communication.
Able to manage multiple deliverables and deadlines in a high-volume production environment.
Must be able to work in a collaborative team environment as well as work independently.
Experience with Zoom and other similar video/web conference software required for remote work.
Preferred Qualifications
Bachelor's degree in accounting, business, or related field
Experience in a higher education environment.
Experience with Oracle Financial system, data warehouse systems, procure-to-pay (P2P) environment, and P-Card.
IRS and FTB regulations related to tax reporting and withholding (1099, 592-B, 1042-S).
Required Documents
Resume
To be considered for this position please visit our web site and apply on line at the following link:
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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