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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 Payment Services Analyst supports the Payment Services Specialty Team and reports to the Tax Reporting Manager. This position performs advanced accounts payable and payment compliance functions in a highly automated, digital environment. The Analyst is responsible for auditing and analyzing complex payment transactions to ensure accuracy, timeliness, and compliance with Institute policies, accounting standards, and applicable federal and state tax regulations.
The role requires strong analytical skills, attention to detail, and the ability to interpret and apply tax and accounting regulations. Significant interaction with campus departments and vendors is expected, including training and outreach to end users on systems, policies, and procedures.
Manage and prioritize a high volume of complex payment requests, reimbursements, confidential payments, GL entries, and related transactions
Audit and analyze complex payment requests, reimbursements, confidential payments, and GL transactions for policy and regulatory compliance
Evaluate supplier tax status and determine appropriate income tax treatment and withholding, when applicable
Interpret and apply federal and state tax regulations; determine correct reporting requirements (e.g., 1099-MISC, 1099-NEC, 592-B, 1042-S)
Analyze transactions for proper application and accrual of use tax and e-waste fees
Determine appropriate payment methods (P-Card, wire, e-Pay, direct deposit, or check) and coordinate changes with Supplier Management
Review daily invoice hold and exception reports; research and resolve issues in a timely manner
Research and resolve complex payment, tax withholding, system interface, and supplier-related issues
Perform reconciliation of Payment Services' GL accounts including journaling process; monitor and resolve reconciling items
Perform 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
Perform invoice corrections, including expenditure type and GL adjustments
Perform invoice corrections such Expenditure Type and GL adjustments; prepare journal entries and manual usage for adjustments
Maintain and manage schedules of vendor retention accounts for all active construction projects
Maintain accurate records to support audits and compliance requirements
Stay current on tax regulations, procurement policies, and system enhancements
Program Administration
Administer the monthly recurring cell phone allowance program
Manage program setup and maintenance in TechMart, including adding and removing participants
Maintain enrollment forms and supporting documentation for audit purposes
Documentation & Process Improvement
Contribute to the development and maintenance of desktop procedures, guidelines, and training materials
Document business processes to promote consistency and best practices
Participate in process improvement initiatives and cross-functional collaboration
Customer Interaction & Campus Outreach
Provide high-quality customer service and maintain strong working relationships with campus partners and vendors
Train end users on TechMart and payment-related policies; conduct monthly training sessions and one-on-one Zoom training as needed
Updating training materials and user guides as needed
Communicate policies and procedures related to payment processing, tax reporting, and withholding
Other Duties
Perform special projects and other duties as assigned
Basic Qualifications
Bachelor's degree in accounting, business, or a related field
Minimum of 7 years of progressive experience in accounts payable, accounting, tax reporting, or related financial operations
Experience working in a full-cycle, automated accounts payable environment, including supplier management and payment processing in a P2P environment
Knowledge of income tax reporting requirements, including IRS Accountable Plan and 1099 reporting
Experience with sales and use tax regulations
Understanding of fiscal year-end processes and accounting accruals
Familiarity with supplier tax documentation (W-9, W-8 series forms)
Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
Proficiency with Zoom or similar video conferencing tools
Strong analytical, organizational, and problem-solving skills
Excellent written and verbal communication skills
Ability to manage multiple priorities in a fast-paced, deadline-driven environment
Demonstrated ability to work independently and collaboratively
Preferred Qualifications
Experience in a higher education environment
Experience with Oracle Financials, Procure-to-Pay (P2P) systems, and data warehouse tools
Knowledge of federal and state tax compliance, including 1099, 592-B, and 1042-S reporting
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.
