Accounts Payable and Tax Specialist

Job Description

Job Description

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our Finance team is currently seeking an Accounts Payable and Tax Specialist. This position provides strategic guidance and manages critical functions including vendor payments, student and employee reimbursements, and other outbound financial transactions. Additional duties include the supervision and training of staff, managing workflows and deliverables with our established financial systems, and partnering with internal and external stakeholders to support financial integrity and service excellence. 

MAJOR DUTIES:
Pre-Audit and Approval 

• Reviews documents for conformance with purchasing policies and procedures, participant policies and procedures, travel regulations, Federal and State of Hawaii tax laws and requirements, award terms and conditions, accuracy, sufficient supporting documentation, justification, correct use and distribution of proper accounts and object classifications, accounting information and completeness.
• Assist other voucher examiners to process payment documents for reimbursement, travel, contract, and other disbursement documents. Auditing for accuracy, proper use of account and classification codes, supporting documents, contractual terms and conditions, and compliance with applicable Center policies and procedures.
• Determines which payments are exception to policies and ensures that the appropriate approvals are obtained before payment is made.
• Generates disbursement checks.
• Reviews checks for accuracy and completeness.
• Also verifies other voucher examiners batches for accuracy and completeness

Taxes

• Determines if taxability of participant award is accurately reflected, i.e. if participant qualifies for tax treaty exemption or if a specific allowance is taxable.
• Assures that the correct amount of taxes are withheld or computed on taxable payment documents and other expenditure transactions that affect taxable or reportable payments.
• Obtains the necessary tax exemption forms for Center files
• Reconciles tax withholding summary report and prepares payment requests for Federal withholding tax deposits.
• Maintains ledgers of withholding taxes for consultants and participants; tax-related data for calendar year-end reporting to the appropriate tax offices; and fiscal year end schedules.
• Assists with calendar year-end tax reporting for Form 1042-S for the Center through reconciliation of the annual tax summary reports. Prepares and distributes calendar year-end tax forms for participants.

Participants’ Health and Medical Insurance Plan

• Reviews and submits cancellation forms to health provider.
• Coordinates semester payment requests from programs/offices. Reviews and processes insurance payments and assures proper distribution of premium costs.  Contacts health provider regarding payments and refunds and other insurance questions.
• Answers questions regarding policies and procedures for enrollment.

Operations

• Develops work methods, procedures and schedules for the timely and accurate payment of participant-related expenditures.

Accounting Systems

• Assists supervisor with specifications, review during development stage, design of input and output documents/reports, testing, preparation for implementation (training materials and instruction for users), implementation and evaluation of computer systems/programs that affect this position.
• Performs entry (encumbrance payments) and pre-audit approval of payment documents on an on-line accounting system.

Vendor Codes

• Maintains up-to-date vendor code listing. 

Files and Ledgers

• Maintain up-to-date files of participant awards and award change notifications; monthly stipend requests; and insurance enrollment premium payments.
• Maintains surveillance over aging encumbrance to prevent delinquencies in payment from occurring. This requires follow-up action with programs and offices to obtain missing documentation, with vendors to obtain invoices or information, and with requisitioners when necessary to obtain background information.

This position may perform other duties as assigned.

REQUIRED QUALIFICATIONS:

Education and Experience - High school diploma or equivalent training and experience from which comparable knowledge and ability can be acquired; five (5) years of full-time work experience that demonstrates the ability to perform the duties of this position or a combination of post high school education and directly related experience which totals five years; and experience pre-auditing payment documents to ensure compliance with policies and regulations.

Demonstrated Ability - to plan, organize, prioritize, and coordinate work involving a wide variety of tasks and materials; to take initiative and work independently and cooperatively in following through on assignments; to maintain a high level of accuracy in working with numbers and other detailed matters; to interpret, apply and maintain knowledge of internal and external policies and administrative procedures; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to work efficiently in a non-routine environment; to adapt to changes and exercise initiative and good judgment in dealing with a variety of situations; to establish and maintain  accurate files and records; to appropriately handle confidential information; to communicate effectively both verbally and in writing; to assume responsibility for whole areas of work and integrate information from relevant sources; and to gather and/or prepare background materials.  Proficiency with Microsoft Excel or equivalent programs demonstrating advanced knowledge of use of formulas in manipulating data in spreadsheet applications.

Knowledge - of office practices and procedures; of correct English grammar, punctuation, spelling, and word usage; and of office machines and equipment.

PREFERRED QUALIFICATIONS:

Knowledge of regulations and procedures related to expenditure of federal awards and payments to non-US persons or entities.

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

Competitive Salary and Benefits -  The annual salary for this position starts at $57,231.55 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

Career Growth Opportunities -  We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

Supportive Work Environment -  We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY: If you're interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.