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Accounts Payable Specialist

California Institute of Technology

Details

Posted:

June 18, 2025

Location:

Pasadena, California

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Accounts Payable Specialist

Caltech

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, research/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

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

Basic Qualifications

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

Preferred Qualifications

Ability to analyze and resolve complex problems.
Skilled in organizing work and setting priorities.
Ability to reconcile supplier accounts.
Ability to process invoices from images.
Windows experience including Word, Excel, and Outlook email software.
Ability to fit in with a large team environment.
A courteous, professional demeanor and excellent customer service skills.
A basic understanding of tax reporting regulations (1099, 1042S and 592B), experience preferred.

Remote Work

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

An approved remote work agreement is required.
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.
Experience with Zoom and other similar video/web conference software required.
Report to the office as necessary by operational needs and provide in-office coverage as 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.

Internal Number: 6307955

About California Institute of Technology

The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.

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Accounts Payable Specialist

California Institute of Technology

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