Financial Analyst

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 SummaryThe 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.Essential Job DutiesPayment Processing & ComplianceManage and prioritize a high volume of complex payment requests, reimbursements, confidential payments, GL entries, and related transactionsAudit and analyze complex payment requests, reimbursements, confidential payments, and GL transactions for policy and regulatory complianceEvaluate supplier tax status and determine appropriate income tax treatment and withholding, when applicableInterpret 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 feesDetermine appropriate payment methods (P-Card, wire, e-Pay, direct deposit, or check) and coordinate changes with Supplier ManagementReview daily invoice hold and exception reports; research and resolve issues in a timely mannerResearch and resolve complex payment, tax withholding, system interface, and supplier-related issuesPerform reconciliation of Payment Services’ GL accounts including journaling process; monitor and resolve reconciling itemsPerform 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 neededPerform invoice corrections, including expenditure type and GL adjustmentsPerform invoice corrections such Expenditure Type and GL adjustments; prepare journal entries and manual usage for adjustmentsMaintain and manage schedules of vendor retention accounts for all active construction projectsMaintain accurate records to support audits and compliance requirementsStay current on tax regulations, procurement policies, and system enhancementsProgram AdministrationAdminister the monthly recurring cell phone allowance programManage program setup and maintenance in TechMart, including adding and removing participantsMaintain enrollment forms and supporting documentation for audit purposesDocumentation & Process ImprovementContribute to the development and maintenance of desktop procedures, guidelines, and training materialsDocument business processes to promote consistency and best practicesParticipate in process improvement initiatives and cross-functional collaborationCustomer Interaction & Campus OutreachProvide high-quality customer service and maintain strong working relationships with campus partners and vendorsTrain end users on TechMart and payment-related policies; conduct monthly training sessions and one-on-one Zoom training as neededUpdating training materials and user guides as neededCommunicate policies and procedures related to payment processing, tax reporting, and withholdingOther DutiesPerform special projects and other duties as assignedBasic Qualifications7 years of progressive experience in accounts payable, accounting, tax reporting, or related financial operations OR a bachelor’s degree in accounting, business, or a related field plus 5 years’ experience in in accounts payable, accounting, tax reporting, or related financial operations.Experience working in a full-cycle, automated accounts payable environment such as procure-to-pay (P2P)Experience with sales and use tax regulationsUnderstanding of fiscal year-end processes and accounting accrualsFamiliarity 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 toolsStrong analytical, organizational, and problem-solving skillsExcellent written and verbal communication skillsAbility to manage multiple priorities in a fast-paced, deadline-driven environmentDemonstrated ability to work independently and collaborativelyPreferred QualificationsExperience in a higher education environmentExperience with Oracle Financials, Procure-to-Pay (P2P) systems, and data warehouse toolsKnowledge of federal and state tax compliance, including 1099, 592-B, and 1042-S reportingRequired DocumentsResume.