Financial Analyst
Reference: 10910
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 Payment Services Analyst supports the Payment Services Specialty Team and
reports to the Tax Reporting Manager. This position performs advanced accounts
payable and payment compliance functions in a highly automated, digital
environment. The Analyst is responsible for auditing and analyzing complex
payment transactions to ensure accuracy, timeliness, and compliance with
Institute policies, accounting standards, and applicable federal and state tax
regulations.
The role requires strong analytical skills, attention to detail, and the
ability to interpret and apply tax and accounting regulations. Significant
interaction with campus departments and vendors is expected, including
training and outreach to end users on systems, policies, and procedures.
Essential Job Duties
Payment Processing & Compliance
Manage and prioritize a high volume of complex payment requests,
reimbursements, confidential payments, GL entries, and related
transactions
Audit and analyze complex payment requests, reimbursements, confidential
payments, and GL transactions for policy and regulatory compliance
Evaluate supplier tax status and determine appropriate income tax
treatment and withholding, when applicable
Interpret and apply federal and state tax regulations; determine correct
reporting requirements (e.g., 1099-MISC, 1099-NEC, 592-B, 1042-S)
Analyze transactions for proper application and accrual of use tax and
e-waste fees
Determine appropriate payment methods (P-Card, wire, e-Pay, direct
deposit, or check) and coordinate changes with Supplier Management
Review daily invoice hold and exception reports; research and resolve
issues in a timely manner
Research and resolve complex payment, tax withholding, system interface,
and supplier-related issues
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, including expenditure type and GL adjustments
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
Maintain accurate records to support audits and compliance requirements
Stay current on tax regulations, procurement policies, and system
enhancements
Program Administration
Administer the monthly recurring cell phone allowance program
Manage program setup and maintenance in TechMart, including adding and
removing participants
Maintain enrollment forms and supporting documentation for audit purposes
Documentation & Process Improvement
Contribute to the development and maintenance of desktop procedures,
guidelines, and training materials
Document business processes to promote consistency and best practices
Participate in process improvement initiatives and cross-functional
collaboration
Customer Interaction & Campus Outreach
Provide high-quality customer service and maintain strong working
relationships with campus partners and vendors
Train end users on TechMart and payment-related policies; conduct monthly
training sessions and one-on-one Zoom training as needed
Updating training materials and user guides as needed
Communicate policies and procedures related to payment processing, tax
reporting, and withholding
Other Duties
Perform special projects and other duties as assigned
Basic Qualifications
7 years of progressive experience in accounts payable, accounting, tax
reporting, or related financial operations OR a bachelor's degree in
accounting, business, or a related field plus 5 years' experience in in
accounts payable, accounting, tax reporting, or related financial
operations.
Experience working in a full-cycle, automated accounts payable environment
such as procure-to-pay (P2P)
Experience with sales and use tax regulations
Understanding of fiscal year-end processes and accounting accruals
Familiarity with supplier tax documentation (W-9, W-8 series forms)
Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
Proficiency with Zoom or similar video conferencing tools
Strong analytical, organizational, and problem-solving skills
Excellent written and verbal communication skills
Ability to manage multiple priorities in a fast-paced, deadline-driven
environment
Demonstrated ability to work independently and collaboratively
Preferred Qualifications
Experience in a higher education environment
Experience with Oracle Financials, Procure-to-Pay (P2P) systems, and
data warehouse tools
Knowledge of federal and state tax compliance, including 1099, 592-B, and
1042-S reporting
Required Documents
Resume.
Hiring Range
$80 - $84K per year
The salary of the finalist(s) selected for this role will be set based on a
variety of factors, including but not limited to, internal equity, experience,
education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to
providing comprehensive benefits to eligible employees and their eligible
dependents. Our benefits package includes competitive compensation, health,
dental, and vision insurance, retirement savings plans, generous paid time off
(vacation, holidays, sick time, parental leave, bereavement, etc.), tuition
reimbursement, and more. Non-benefit eligible employees will have access to
some benefits such as onsite counseling and sick time. Learn more about our
benefits and staff perks.
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive
consideration for employment without regard to age, race, color, religion,
sex, sexual orientation, gender identity, or national origin, disability
status, protected veteran status, or any other characteristic protected by
law.
Caltech is a VEVRAA Federal Contractor.
To read more Equal Employment Opportunity (EEO) go to
eeocselfprintposter.pdf.
Disability Accommodations
Caltech complies with the Fair Employment and Housing Act (FEHA) and the
Americans with Disabilities Act (ADA). We consider reasonable accommodation
measures that may be necessary for eligible applicants and employees to
perform the essential functions of a position.
If you would like to request an accommodation to complete this application,
interview, or otherwise participate in the employee selection process, please
contact Caltech Recruiting at [email protected].
Additionally, if you do not meet the basic qualifications of a role but
believe you can perform the essential functions of the job with reasonable
accommodation, please reach out to Caltech Recruiting at
[email protected].
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