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Job Summary

This position is in the Payment Services unit of Procurement Services performing higher level accounts payable functions. The Financial Analyst’s role includes GL account reconciliation, e-Payables administration, sales/use tax application, and various accounting functions.

Job Duties

• Responsible for reconciling accounts assigned to Payment Services and submit in SharePoint; analyze transactions and identify exceptions; determine appropriate solutions
• Monitor reconciling transactions and follow-up with appropriate staff members on status; work closely with Travel Team on outstanding payments from travelers
• Research and process supplier refunds; prepare debit memos, if necessary; apply credits to appropriate PTA and work with Accounts Payable in obtaining and processing vendor credit memos; prepare deposit forms and submit to Treasury Services
• Prepare and complete journal entries and/or manual usage forms; submit journals in RADR
• Reconcile use tax GL accounts for various states (CA, WA, etc.) in a timely manner; submitted reconciliations in SharePoint are utilized by the Tax Compliance Office for monthly and quarterly sales/use tax filing
• Research use tax accruals; communicate with the Tax Compliance Office and vendor community on various CDTFA tax audits; complete XYZ letters accurately (CDTFA Form 504)
• Review use tax reports for appropriate accruals; provide exception report to Accounts Payable Lead for adjustments and staff training
• Initiate/approve USD and foreign currency wire transfers using online bank systems; research and resolve wire transfer issues; communicate with bank, account beneficiaries, and various customers
• Assist team members with payment requests, as needed
• Process payments with P-Card (Procurement Credit Card) and reconcile monthly
• Correct Expenditure Types in Oracle as requested and maintain documentation for audit purposes
• Work on fiscal year-end processes and accruals related to Accounts Payable
• Create and prepare ad-hoc reports in Data Warehouse as needed
• Develop desktop procedures, guidelines, and training materials; document business processes for reference and consistent practice
• Provide customer service and maintain favorable working relationships with staff, end-users and vendor community
• Perform other duties/projects as assigned

e-Payables Duties:

• Administer e-payables program in Payment Plus; identify and resolve payment exceptions; troubleshoot card issues with banking institution
• Analyze spend for e-Payables that will minimize risk and increase spend or adoption, and maximize efficiencies and incentive income for Caltech
• Act as point of contact for the bank and vendor
• Work directly with Accounts Payable to ensure timely payments to e-Payables program participants; coordinate payment voids or reissues with Disbursements Team
• Evaluate and resolve various complex and unique problems related to card payment processing such as expired payments, card errors, interface exceptions, etc.
• Manage monthly closing of financial records for e-Payables program and posting of month end information; ensure accuracy of financial statements
• Run daily Oracle interface for Cash Management auto-reconciliation
• Reconcile GL account for the e-Payables program; monitor payments regularly between the bank and Oracle, liability account balances, and transactions processed and pending at the bank. Work with various groups for resolution
• Develop desktop procedures, guidelines, and training materials, document business processes for reference and consistent practice

P-Card Reconciliation Duties:

• Responsible for the monthly reconciliation of P-Card transactions in CardQuest and corresponding GL account
• Prepare journal entry for cash draws and Oracle GL reconciliation
• Manage monthly closing of financial records for P-Card program of posting month end information; ensure accuracy of financial statements
• Collaborate with P-Card team for outstanding transactions and exception errors
• Responsible for reconciling Oracle GL, CardQuest and US Bank
• Responsible for P-Card accruals and journals for year-end closing
• Responsible for reviewing and analyzing high volume transactions; reviewing U.S. Bank reports and reconcile bank statements with CardQuest
• Review monthly draws from JP Morgan for monthly reconciliation and journaling
• Responsible for coordinating payment draws for P-Card Program with Treasury Services
• Manage payment booking with Disbursements team to correspond with monthly bank closing cycle
• Prepare Cognos reports for Cash Advance and Personal Charge accounts for Travel team
• Develop desktop procedures, guidelines, and training materials, document business processes for reference and consistent practice

Basic Qualifications

• Bachelor degree in accounting/business or 8 years solid experience in credit card payments (actual and virtual) and online banking systems
• Experience with generally accepted accounting principles (GAAP)
• Accounts Payable and general accounting experience including invoice and payment processing, sales/use tax application, tax accruals, journal entries, GL account reconciliation, year-end closing, vendor refunds and wire transfers
• Must have ERP experience (Oracle, TechMart, Concur) with an emphasis in Accounts Payable and General Ledger
• Familiar with SharePoint and RADR for reconciliation and journal submissions
• Experience with creating and preparing reports using Data Warehouse (OBI, Cognos) and third-party reporting systems
• Proficient in Microsoft Office applications
• Previous experience in higher education a plus

Preferred Qualifications

• Able to grasp and interpret concepts and apply concepts to daily work
• Able to manage multiple deliverables and deadlines in a high-volume production environment
• Learn new technology and adapt changes to existing procedures
• Highly analytical, detail oriented, self-motivated and organized
• Must be able to work independently and resolve issues using sound accounting judgment
• Strong verbal and written communication skills
• Work in a highly collaborative team, environment
• Committed to delivering excellent customer service

Required Documents

• Resume