Accounts Payable Specialist Jobs

Job Category: Fulltime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based

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 Accounts Payable Specialist (AP Specialist) is responsible for auditing, processing and validating invoices for all Caltech suppliers. The essential functions of this position include obtaining approvals, auditing and processing a high volume of invoices for appropriateness of payment, matching, accrual of use taxes and e-waste accruals when appropriate, interpretation and application of accounting policies and procedures and problem solving. The AP Specialist's processes are exceptionally thorough, with high attention to detail to ensure accuracy and limit errors. The AP Specialists responds to supplier and departmental inquiries, researches/corrects discrepancies, and may reconcile supplier statements to ensure payments are current.

As a member of the Procurement Services Team, the Accounts Payable Specialist assists in establishing and maintaining strong, collaborative relationships with Caltech's faculty, staff and students and identifies additional ways to be of service to ensure positive supplier relations. This position supports the success of a high-performing organization by helping to champion and drive the full procure-to-pay process.

Essential Job Duties

• Ability to identify opportunities and take necessary actions to continuously improve procure to pay processes.
• Handle vendor correspondence, evaluating and reconciling all vendor statements as required.
• Tax reporting interpretation and application.
• Proactively obtain department approvals and other essential information.
• Audit and process invoices for appropriateness:
• Audit and process a high volume of invoices timely and accurately in a procure to pay (P2P) environment.
• Correctly analyzing invoices, credit memos and vouchers conforming to standard procedures.
• Sales and use tax interpretation and application.
• Researches and resolves invoice errors, discrepancies and validation holds to ensure timely processing of invoices.
• Help with monthly closings and status reports.
• Vendor reconciliations.
• Resolve shipping and pricing discrepancies with buyers and campus personnel.
• Respond professionally and timely to all inquiries from external and internal customers regarding payments.
• Electronic matching of invoice to purchase order and/or receiver.
• Perform other related duties as assigned.
• Review, evaluate and resolve a wide variety of complex and unique problems related to payment processing.

Basic Qualifications

• Ability to audit a high-volume of invoices and related documents electronically.
• Knowledge of standard account platforms or ERP's: Oracle experience is desirable. Ideally experienced in AP automation.
• A basic understanding of tax reporting regulations (1099, 1042S and 592B), experience preferred.
• Ability to independently resolve moderately complex AP account issues.
• Ability to interpret contracts and other supporting information on purchases.
• A minimum of 2 years of accounts payable experience, with an understanding of accounting concepts.
• Ability to draft professional e-mails, memos, reports and to clearly and effectively communicate information to internal audiences and direct groups.
• Working knowledge of accounting concepts such as debits, credits, accruals, refunds, payment terms and discounts.

Preferred Qualifications

• Ability to fit in with a large team environment.
• Ability to process invoices from images.
• Windows experience including Word, Excel, and Outlook email software.
• A courteous, professional demeanor and excellent customer service skills.
• Ability to analyze and resolve complex problems.
• Ability to reconcile supplier accounts.
• Skilled in organizing work and setting priorities.

Remote Work

Purchasing Services currently offers its employees a remote work option, subject to institutional review.

• In accordance with Caltech's remote work guidelines, responsible for having a designated work area (home office) and for any costs related to remodeling and/or the initial setup of such designated workspace
• Equipment needs for remote work are determined on a case-by-case basis
• Report to the office as necessary by operational needs and provide in-office coverage as required
• An approved remote work agreement is required
• Experience with Zoom and other similar video/web conference software required

Required Documents

• Resume

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings

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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