Tax Reporting 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 Specialty Team and Supplier Management group. Responsibilities include overseeing spend of over $430 million, the supplier management process and database, tax reporting, account reconciliations, year-end processes and accruals, non-PO invoice entries and leading a team of 6 employees. It also encompasses several related functions of accounting, tax reporting, budgeting and accounts payable processes.

Job Duties

Strategic Leadership

  • Set strategic goals and reports on quarterly spend and incentive targets
  • Develop and cross-train Specialty and Supplier Management group
  • Establish best practices in all areas of Specialty and Supplier Management group
  • Develop solutions for Specialty and Supplier Management group as presented
  • Identify and develop new processes to increase efficiencies in current TechMart workflow; improve the Payment Request, Reimbursement, Wire Transfer, Petty Cash and GL Forms
  • Responsible for communications to Tax Compliance Office and vendor community with various sales and use tax audit inquiries
  • Work in coordination with other Payment Services department managers who oversee the disbursements and record retention function and accounts payable invoice processing
  • Set Specialty and Supplier Management group goals and communicate objectives
  • Review and recommend changes to update and streamline Specialty Team and Supplier Management group policies and procedures
  • Create and utilize audit techniques within Specialty group to increase effectiveness of audits and reviews

Accounting Principles

  • Oversee accounting controls, record retention policy and process controls for Specialty and Supplier Teams
  • Ensure suppliers and payments are properly categorized for 592-B, 1099, and 1042-S reporting requirements at year-end
  • Review and ensure payments for Non Employee Travel are properly categorized and determine if income tax reporting is required
  • Manage and oversee sales/use tax reporting in accordance with the State Board of Equalization guidelines. Coordinates with Director of Tax for the Institute and stays abreast to pertinent changes in tax law
  • Supervise account reconciliations, year-end accrual review process, and monthly/quarterly/annual tax reporting for 1099, 592-B, 1042-S process; consolidate reconciliations for quarterly and annual filing of AP, Payroll, and JPL tax data; coordinate system updates with IMSS to comply with Federal and State regulation changes
  • Manage the reconciliation of all Payment Service’ monies including journaling process
  • Manage accounting functions for Procurement Services such as account reconciliation, GL set up, income tax reporting, and sales and use tax application
  • Responsible for the reconciliation of e-Payables monies for e-Payables GL account
  • Manage monthly transactions of the e-Payables program; work and provide guidance to the e-Payables Team on payment exceptions and other reconciling transactions
  • Manage USD and foreign currency wire transfers; overseeing EFT tax payments to Federal and State tax authorities
  • Ensure compliance with all federal rules, regulations and guidelines as they relate to the Specialty and Supplier Management group

Staff Management

  • Manage 2 staff members in Supplier Management and 4 in the Specialty Team; providing coaching and mentoring to the entire Specialty and Supplier Management group
  • Selects and hires employees for the group. Trains and evaluates employees to enhance their performance, development, and work product. Addresses performance issues and makes recommendations for personnel actions. Motivates and rewards employees including providing salary recommendations and promotions within allocated budgets and Institute guidelines
  • Manage documentation and create presentations and training materials to educate others on new procedures, process and configuration changes


  • Responsible for Procurement Services budget; prepare and present monthly budget reports to PS Director
  • Handle confidential data which needs to be controlled and secured

Job Duties – Specialty Team

  • Manage the workload of Specialty Team with over $430 million in spend and 18,000 transactions per year)
  • Leads a staff of 4 employees tasked with the daily functions
  • Develop performance metrics and identify short-term and long-term objectives for Specialty Team
  • Audit invoices, payment requests, petty cash replenishments in TechMart and Oracle; ensure timely payments to employees, students, and suppliers
  • Oversee supplier refunds and debit memos; ensuring credits are applied to appropriate accounts and that deposits are made
  • Manage and review monthly reconciling transactions in the AP bank accounts and GL; identify issues and determine corrective action
  • Maintain and manage schedules of vendor retention accounts for all active construction projects; provide monthly reconciliation to Fixed Assets group
  • Manage and reconcile sales and use tax GL accounts quarterly for various states (CA, WA, etc.); provide and manage reconciliation to Tax Compliance Office for monthly and quarterly return filing
  • Manage and review use tax reports for appropriate accruals; provide error report to Senior Accounts Payable Specialist for necessary adjustments and staff training
  • Manage invoice corrections accordingly; oversee the preparation of journal entries and manual usage for adjustments and write-off
  • Oversee and manage the month-end closing of Oracle Payables; provide oversight to team member(s) related to trial balance reconciliation and account cleanup
  • Manage 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
  • Participate in system implementation related to taxes and AP accounting; coordinate tax rate changes with Tax Compliance Office and lMSS to ensure accurate and timely system programming
  • Develop desktop procedures, guidelines, and training materials; document business processes for reference and consistent practice
  • Provide training and support to internal staff and campus community in the areas of sales and use tax, and State and Federal withholding requirements, payment requests, petty cash, and wire transfers
  • Review monthly, quarterly, and annual tax analysis and reconciliation of 1099, 592B, and 1042S; resolve missed withholdings, issue refunds, and adjust records to ensure data accurate import to tax software
  • Serve as the primary interface between Caltech’s bank and Business Analysts team concerning all Specialty Team work functions, emerging technology, changes in programs and other issues

Job Duties – Supplier Management

  • Manage the workload of Supplier Management team (approximately 25,000 suppliers)
  • Leads a staff of 2 employees tasked with the daily functions
  • Develop strategic direction and manage supplier management process (vendor database) ensuring compliance with set policies and reporting requirements
  • Manage and ensure service levels are being maintained with Supplier Management group, campus and external suppliers
  • Develop and administer supplier management policy and procedures and monitor for compliance; recommend improvement or revisions based on current best practice in industry
  • Select and hire employees for the group; train and evaluate employees to enhance their performance, development, and work product; address performance issues and provide recommendations
  • Oversee the system supplier database by ensuring vendor updates and additions to the supplier master record complies established policies and procedures; ensure supplier, student, and employee information is entered accurately and categorized properly
  • Ensure proper documentation of payees are obtained for accurate tax reporting; analyze tax forms and determine appropriate tax category for 592B, 1099, and 1042 reporting and withholding rate
  • Ensure supplier management program is in compliance with all federal regulations and guidelines
  • Provide tax reporting compliance assistance to the campus community and operations staff; respond to reporting and compliance inquiries
  • Act as a steward to ensure that proper data within supplier management and tax reporting is maintained for historical purposes
  • Develop and implement procedures to ensure compliance to Institute policies
  • Respond to audit requests from internal and external auditors

Job Duties - Senior Financial Analyst

  • The position includes the responsibility of budgeting for Procurement Services and reports directly to the Director. The function is independent and separate from both Specialty and Supplier Teams
  • Prepare and present monthly budget reports to PS Director including forecasts and expenditure review; monitor charges, identify discrepancies, and adjust expenses such as cost transfers or e-type corrections; prepare annual budget allocation and revisions; preserve confidentiality of sensitive information such as salaries; provide other reports and analysis as requested by Director and Associate Director
  • Work with Budget Office as needed to address overruns, forecasts, comparisons, etc.
  • Work on special projects as assigned by Director or Associate Director
  • Perform other duties as assigned

Basic Qualifications

  • 8 or more years’ experience in accounts payable, accounting, and tax reporting functions
  • At least 8 years of computerized accounting experience in accounts payable, accounting, and tax reporting functions and 3 years AP Lead role
  • Previous experience in higher education a plus
  • Good organizational and analytical skills as well as an ability to motivate and communicate effectively with staff
  • 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
  • Knowledge of Federal and State tax reporting regulations and basic immigration law. Experience with 1099, 592B, and 1042S filing
  • Experience with International Tax Navigator and Taxport software
  • 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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