Description
Payment Services Analyst Caltech 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. 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. Job Summary The Accounts Payable Department is seeking a highly skilled and experienced Payment Services Analyst to support and enhance our Procure-to-Pay (P2P) operations. The role involves auditing and analyzing invoice transactions in a digital environment, ensuring compliance with university policies, and addressing payment-related issues accurately and in a timely manner. The ideal candidate will bring a strong problem-solving mindset, outstanding customer service, and the ability to collaborate across departments while actively training end-users on essential processes such as receipt creation. Significant campus outreach and interaction are expected. Essential Job Duties General Auditing & Data Analysis Conduct thorough audits of high-volume invoice transactions to ensure compliance with university policies, P2P processes, and accounting standards. Use Imaging and Oracle Systems to audit and match invoices electronically. Conduct data analysis to identify trends or anomalies. Review and resolve complex payment issues, including California state withholding, fiscal year-end accruals, and ensuring accurate tax accruals when applicable. Partner with buyers to resolve discrepancies in purchase orders. Convert foreign currency wire payments to USD and collaborate with buyers to address international payment discrepancies. Review non-PO invoices, ensuring proper documentation such as signed contracts and copyright release agreements. Customer Interaction & Campus Outreach Serve as the primary point of contact for campus departments regarding invoice and payment inquiries, delivering exceptional customer service. Facilitate regular Zoom meetings and direct training sessions for departments on P2P processes, including creating receipts and submitting invoices. Audit and reconcile P-Card transactions, identifying strategic opportunities to increase usage and maximize rebates. Compliance & Process Improvement Assist in fiscal year-end accrual processes, ensuring a timely and accurate recording of expenses. Ensure all documentation, such as contracts and receipts, is complete before approving invoices for payment. Guarantee compliance with university policies and tax regulations, including reporting requirements for 1042S, and 592B. Identify inefficiencies within the AP process and propose improvements aligned with department and university goals. Maintain up-to-date knowledge of tax regulations, procurement policies, and P2P system enhancements. Proactively identify opportunities to improve efficiency in the P2P process through data-driven analysis, recommending workflow optimizations. Vendor Reconciliation & Collaboration Support vendor account reconciliations and provide feedback on improving and maintaining strong vendor relationships. Collaborate closely with the Disbursements team and other departments to resolve payment-related issues promptly. Collaborate with vendors and internal departments to resolve complex payment issues, suggesting improvements to reduce future discrepancies. Basic Qualifications 5+ years of experience in Accounts Payable or financial analysis, with a focus on auditing and compliance. Proficiency in Oracle (R12 preferred) or other ERP systems. Advanced analytical skills to investigate and resolve complex payment issues. Strong communication skills and experience in customer support and end-user training. Proficiency in Microsoft Office Suite (Excel, Word, Outlook). Experience with electronic invoice auditing, imaging, and matching systems such as Oracle or another ERP AP module. Ability to work independently and collaboratively in a fast-paced, deadline-driven environment. Preferred Qualifications Bachelor’s degree Proficiency in tax compliance (state withholding, use tax accruals, 1099/1042S reporting). Understanding of fiscal year-end processes and accruals. Experience with P-Card programs and identifying potential rebate opportunities. Strong organizational skills to manage competing priorities in a fast-paced environment. Knowledge of contracts and legal documentation relating to invoice processing. Telecommuting & Work Environment: Caltech’s telecommuting guidelines apply, requiring a designated home office setup. Equipment needs are determined on a case-by-case basis. The Analyst must be proficient with Zoom or similar conferencing software and provide in-office coverage as needed. The Analyst will report to the office as necessary and provide in-office coverage as required. 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. Copyright 2024 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-43017b4758b36d47ac8620467836c749