Financial Analyst and E-Payables Administrator

California, United States
05 May 2020
End of advertisement period
05 Jul 2020
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

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