Accounts Payable Specialist

California, United States
31 Jul 2019
End of advertisement period
30 Sep 2019
Contract Type
Full Time

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 searching for an entry level A/P Specialist. Duties will include processing a high volume of invoices for appropriateness of payment; obtaining approvals, data entry, matching, accrual of use taxes and e-waste accruals when appropriate, interpretation and application of accounting policies and procedures, problem solving and heavy customer service contact.

Job Duties

  • Process invoices for appropriateness
  • Electronic matching of invoice to purchase order and/or receiver
  • Ability to proactively obtain department approvals and other essential information
  • Ability to resolve shipping and pricing discrepancies with Buyers and campus personnel
  • Ability to process a high volume of invoices timely and accurately using Imaging and Oracle Systems
  • Sales and use tax interpretation and application
  • Tax reporting interpretation and application
  • Review, evaluate and resolve a wide variety of complex and unique problems related to payment processing
  • Vendor reconciliations
  • Respond professionally and timely to all inquiries from external and internal customers regarding payments
  • Other duties as assigned

Basic Qualifications

  • A minimum of 1 year of accounts payable experience, with an understanding of accounting concepts is required
  • Experienced with a document imaging system and Oracle Enterprise Systems (Oracle R12 experience preferred, or any another ERP System accounts payable module experience required) along with experience processing a high invoice volume while meeting deadlines and offering the highest levels of customer service
  • The selected candidate must pass a pre-employment background investigation to be hired for this position

Preferred Qualifications

  • Ability to process a high-volume of invoices and related documents electronically
  • Effective oral and written communication skills
  • Skilled in organizing work and setting priorities
  • Ability to reconcile supplier accounts
  • Ability to process invoices from images
  • Windows experience including Word, Excel, and Outlook email software
  • Ability to fit in with a large team environment
  • Working knowledge of accounting concepts such as debits, credits, accruals, refunds, payment terms and discounts
  • A basic understanding of tax reporting regulations (1099, 1042S and 592B) experience preferred
  • A courteous, professional demeanor and excellent customer service skills

Required Documents

  • Resume