What are the responsibilities and job description for the Payment Services Analyst position at Caltech?
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 Department is seeking a highly skilled and experienced Payment Services Analyst to support and enhance our Procure-to-Pay (P2P) operations. The role involves auditing and analyzing invoice transactions in a digital environment, ensuring compliance with university policies, and addressing payment-related issues accurately and in a timely manner. The ideal candidate will bring a strong problem-solving mindset, outstanding customer service, and the ability to collaborate across departments while actively training end-users on essential processes such as receipt creation. Significant campus outreach and interaction are expected.
Essential Job Duties
General Auditing & Data Analysis
- Conduct thorough audits of high-volume invoice transactions to ensure compliance with university policies, P2P processes, and accounting standards.
- Use Imaging and Oracle Systems to audit and match invoices electronically. Conduct data analysis to identify trends or anomalies.
- Review and resolve complex payment issues, including California state withholding, fiscal year-end accruals, and ensuring accurate tax accruals when applicable.
- Partner with buyers to resolve discrepancies in purchase orders.
- Convert foreign currency wire payments to USD and collaborate with buyers to address international payment discrepancies.
- Review non-PO invoices, ensuring proper documentation such as signed contracts and copyright release agreements.
Customer Interaction & Campus Outreach
Compliance & Process Improvement
Vendor Reconciliation & Collaboration
Basic Qualifications
Preferred Qualifications
Telecommuting & Work Environment :
Required Documents
Hiring Range
68,640 - $71,100 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 and .
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor.
To read more Equal Employment Opportunity (EEO) go to .
Disability Accommodations
If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at .
Salary : $68,640 - $71,100
