Accounts Payable Manager

California, United States
09 Jun 2020
End of advertisement period
09 Aug 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 the Procurement Department and reports directly to the Associate Director of Payment Services. This position is responsible for all aspects of growth, strategic vision, support, reporting and compliance for the Accounts Payable group. Responsibilities include leading a team of 8 employees, overseeing accounts payable operations/workload; reviewing and auditing high volume of complex invoices for appropriateness of payment, accrual of use taxes and e-waste accruals when appropriate, interpretation and application of accounting policies and procedures, internal controls including safe-guarding of department assets, reliability of department financial information, and compliance with applicable laws, regulations, policies and procedures and customer outreach.

Job Duties

Strategic Leadership

  • Provides problem analysis and resolution for both operational and strategic problems and issues
  • Interfaces and collaborates on strategic planning and procedural implementations for system upgrades/changes and process workflow. Act as the point of contact for Audit & Compliance and IT groups to identify/reports systems issues, improvements, enhancements, etc.
  • Provide active leadership and strategic oversight to foster a customer-focused environment interacting with a variety of sources including departments, suppliers, peers, AP staff and management. Ensuring customer requirements and expectations are executed timely and accurately, along with verifying that issues are resolved to the customer’s satisfaction. Promote positive department morale by interacting with the team in a consistently professional manner
  • Ensures that all department goals are accomplished in accordance with accuracy and service standards. Provide consistent leadership to the unit by effective communication, together with regularly scheduled staff meetings
  • Identify Accounts Payable audit observations and recommend improvements to management
  • Develop performance metrics and identify short-term and long-term objectives for Accounts Payable team
  • Generates a variety of reports for analysis of data and/or distribution to customers; receives and analyzes various reports and acts upon as appropriate.

Accounting Principles

  • Interprets, administers and implements A/P policies and procedures; evaluate practices to ensure compliance with Institute and government protocols; participate in functional audits and development of reporting mechanisms and procedures and recommends improvements where necessary
  • Develop and administer accounts payable policy and procedures and monitor for compliance; establishing best practices for Accounts Payable team, recommend improvement or revisions based on current best practice in industry. Documenting business processes for reference and consistent practice
  • Review and recommend changes to update and streamline Accounts Payable team policies and procedures. Creating and utilizing audit techniques within Accounts Payable team to increase effectiveness of audits and reviews
  • Reviews wire payments and approves for wire initiation
  • Ensure compliance with all federal rules, tax regulations and guidelines as they relate to the Accounts Payable team
  • Audits invoices entered by AP prior to Oracle interface for accuracy
  • Participates in the preparation of year-end closing, including tax reporting and financial and operational audits, etc. Responsible for sales/use tax interpretation and application, 1099 and non-resident income tax analysis and overseeing the adjusting entries for expenditure type changes.

Staff Management

  • Reviews day-to-day activities of the A/P staff with over $10 million in spend and 15,000 transactions per year. Making weighted recommendations on hiring, promotions, salary changes, performance appraisals, etc.
  • Manages a staff of employees: reviewing workload, day to day tasks and monitors daily operations of the A/P group which include 8 employees (7 AP Specialists and 1 AP Operations Analyst) in accordance with established guidelines, procedures and policies
  • Oversees Accounts Payable operations: managing workload, ensuring coverage during vacation/illness/personal leave to meet payment terms and customer expectations
  • Manage and ensure service levels are being maintained with Accounts Payable team, campus and external suppliers

Sales and Use Tax

  • Sales/use tax interpretation and application
  • Collaborates with Specialty Team and management in updating, documenting and disseminating AP policies and procedures for Techmart, sales and use tax, and accruals to ensure accounting and audit compliance with GAAP standards and standard business practices
  • Responsible for providing assistance and training to Accounts Payable, Purchasing and campus end users on sales and use tax applicability. This includes providing timely updated procedures such as training guides/manuals and other supplemental materials
  • Tax reporting interpretation, verification, and application of suppliers subject to tax withholding with no physical presence in CA or US
  • Provides assistance to staff regarding proper e-type usage in AP/PO in relation to tax application
  • Month end review of sales and use tax reports to verify Accounts Payable accuracy and make corrections as necessary
  • Serves as a point of contact for other Accounts Payable specialists as well as others in the department. This entails collecting AP feedback and conveying information to management to coordinate needed trainings
  • Continuous improvement of Accounts Payable and accounting processes


  • Reconciliation of personal company issued credit card charges
  • Updates and maintains Accounts Payable webpage
  • Work on special projects as assigned by Associate Director
  • Other duties as assigned

Basic Qualifications

  • Minimum Bachelor’s degree, with accounting or business administration major and 5 years of experience in accounts payable, accounting, and tax reporting functions
  • At least 5 years of computerized accounting experience in accounts payable, accounting, and tax reporting functions and 3 years AP Lead role
  • Excellent written and verbal communication skills with experience in writing desktop procedures
  • Previous experience in higher education a plus
  • Strong organizational and analytical skills as well as an ability to motivate and communicate effectively with staff
  • Must be able to multi-task and work with a variety of people always providing excellent customer service
  • Experience with generally accepted accounting principles
  • Must have ERP experience (Oracle R12 and TechMart) with an emphasis in Accounts Payable and GL; experience with financial reporting system (i.e. Cognos) and P2P experience
  • Basic understanding of tax reporting regulations (1099, 1042S and 592B) experience preferred
  • Strong personal computer and business solutions software skills

Preferred Qualifications

  • Demonstrated leadership ability, effective communication skills, and team experience
  • Team player with excellent interpersonal skills, strong work ethic and positive attitude
  • Ability to nurture, train, lead and motivate others
  • Strong desire to learn, succeed and grow
  • Ability to embrace change, re-prioritize work load on demand and still produce high quality output
  • Ability to accept and give feedback in the spirit of open communication with the goal of enhanced performance

Required Documents

  • Resume

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