E-Payables Administrator and Audit Liaison
Full Time
Pasadena, CA 91125
Posted
Job description
E-Payables Administrator and Audit Liaison
Caltech
Job Category: Fulltime Regular
Caltech
Exempt Overtime Eligible: Exempt
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
This position is in the Payment Services unit of Procurement Services performing higher level accounts payable functions. The E-Payables Administrator and Audit Liaison role includes e-Payables administration, audit liaison for Payment Services and various accounting functions.
Essential Job Duties
- Monitor reconciling transactions and follow-up with appropriate staff members on status; work closely with Travel Team on outstanding payments from travelers
- Initiate/approve USD and foreign currency wire transfers using online bank systems; research and resolve wire transfer issues; communicate with bank, account beneficiaries, and various customers
- Create and prepare ad-hoc reports in Data Warehouse as needed
- Develop desktop procedures, guidelines, and training materials; document business processes for reference and consistent practice
- Provide customer service and maintain favorable working relationships with staff, end-users and vendor community
- Manage the aging report for AP
- Perform other duties/projects as assigned.
e-Payables Duties:
- Manage $20 million e-Payables spend and act as the primary point of contact for e-Payables bank, US Bank
- Utilize US Bank software for reporting and maintain tasks related to e-Payables administration
- Administer e-payables program in Payment Plus; identify and resolve payment exceptions; troubleshoot card issues with banking institution
- Analyze spend for e-Payables that will minimize risk and increase spend or adoption, and maximize efficiencies and incentive income for Caltech
- Act as point of contact for the bank and vendor community including supplier enrollment, system set up, and training, coordinate enrollments with Supplier Management
- Work directly with Accounts Payable to ensure timely payments to e-Payables program participants, coordinate payment voids or reissues with Disbursements Team
- Evaluate and resolve various complex and unique problems related to card payment processing such as expired payments, card errors, interface exceptions, etc.
- Manage monthly closing of financial records for e-Payables program and posting of month end information; ensure accuracy of financial statements.
- Run daily Oracle interface for Cash Management auto-reconciliation.
- Assist in reconciling GL account for the e-Payables program; monitor payments regularly between the bank and Oracle, liability account balances, and transactions processed and pending at the bank. Work with various groups for resolution.
- Develop desktop procedures, guidelines, and training materials, document business processes for reference and consistent practice.
Audit Liaison duties:
- Attends audit related meetings including entrance conferences, end of planning meetings, status meetings and end of field work meetings.
- Assisting management in reviewing and responding to draft audit finding, recommendations, and reports.
- Assisting management in identifying options for incorporating control and monitoring processes to fully address the audit recommendations and mitigate risks identified.
- Serving as point of contact regarding the overall audit process including the drafting and routing of management's responses.
- Performing oversight procedures on audit recommendations (focusing on those categorized as significant) to verify actions taken are designed and/or working effectively.
- Monitoring recommendations with long implementation timelines to ensure.
Basic Qualifications
- Bachelor's degree in accounting/business or 8 years solid experience in credit card payments (actual and virtual) and online banking systems.
- Experience with generally accepted accounting principles (GAAP).
- Accounts Payable and general accounting experience including invoice and payment processing, sales/use tax application, tax accruals, journal entries, GL account reconciliation, year-end closing, vendor refunds and wire transfers.
- Must have ERP experience (Oracle, TechMart, Concur) with an emphasis in Accounts Payable and General Ledger.
- Experience with creating and preparing reports using Data Warehouse (OBI, Cognos) and third party reporting systems.
- Proficient in Microsoft Office applications.
- Previous experience in higher education a plus.
Skills, Knowledge & Abilities:
- Good knowledge of spreadsheets and excellent presentation skills
- Thorough understanding of business requirements and problem-solving skills
- Able to grasp and interpret concepts and apply concepts to daily work
- Able to manage multiple deliverables and deadlines in a high-volume production environment
- Able to learn new technology and adapt to changes to existing procedures
- Highly analytical, detail oriented, self-motivated and organized
- Must be able to work independently and resolve issues using sound accounting judgment
- Strong verbal and written communication skills
- Work in a highly collaborative team, environment
- Committed to delivering excellent customer service.
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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