Payment Services Analyst

California Institute of Technology; Pasadena (CA); On-site; USD 83,000 - 95,000; Full time

Job summary

California Institute of Technology in Pasadena is seeking a Financial Analyst with emphasis on payment analysis and tax compliance to support the Payment Services Specialty Team. The role requires handling high-volume transactions, ensuring accuracy and adherence to institute policies.

The successful candidate will analyze tax withholding, apply 1099/1042-S rules, coordinate with campus departments, and contribute to process improvements in a highly automated environment.

Qualifications

• 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 such as procure-to-pay (P2P).
• 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.

Responsibilities

• 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; 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.
• 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.
• 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.
• 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.
• Perform special projects and other duties as assigned.

Skills

Accounts payable

Tax reporting

Excel

Communication

Problem solving

Time management

Education

Bachelor's degree in accounting

Tools

Oracle Financials

P2P systems

Job description

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 functional title of this position is Financial Analyst with emphasis on payment analysis and tax compliance. 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.

Essential Job Duties

Payment Processing & Compliance

• 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

• 7 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 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

Required Documents

• Resume.

Hiring Range

$83,200 - $95,000 per year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.

EEO Statement

Caltech is an equal opportunity employer and, as a federal contractor, takes affirmative action to employ qualified individuals with disabilities and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at [e-mail].

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at [e-mail].