Senior Disbursements Specialist
Full Time
Pasadena, CA 91125
Posted
Job description
Senior Disbursements Specialist
Caltech
Job Category: Fulltime Regular
Caltech
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
This position reports to the Disbursements Manager in the Payment Services Department under the direction of the Procurement Services group. The Disbursements Specialist is responsible for auditing a high volume of payment disbursements for appropriateness and matching prior to release to Suppliers. Requires the complex analysis of payable records to ensure compliance with set policy. Coordinates with Treasury Management and Financial Services to ensure positive cash flow, cash management and reconciliation of controlled disbursements.
Essential Job Duties
- Audits and validates invoice information submitted by Payment Services Specialist, Specialty Specialists and Travel Administrators to ensure compliance with set policy using Imaging systems, TechMart, Oracle and CardQuest systems.
- Performs random post audit on invoices generating payments for all payment methods.
- Performs complex analysis of payment records and provide information reports to management. This requires extracting information from the Oracle Payables module. Results are provided in the form of reports and/or recommendations to management.
- Maintains confidentiality of information processed.
- Prepares daily, weekly, and monthly summary reports.
- Responsible for preparing and the submission of the Will Call list.
- Initiates and confirms all check payments and electronic payment files; submits data to the bank and maintains records demonstrating payment acknowledgements. Including Wire Transfer Payments, Emergency and Manual checks.
- Performs validations requests for direct deposit payments.
- Responsible for positive pay file submission to the bank in conjunction with rejected, reversals and wire transfer confirmations. Manages exceptions posted by the bank in a timely manner.
- Responsible for preparing and requesting Wire Recalls by obtaining Assistant Treasurers approval.
- Performs Wire Posting for General Ledger booking to the Oracle payables module.
- Performs the Disbursements Daily Hold List. Places holds on checks with discrepancies.
- Responsible for taking appropriate action to release or void/reissue the check on hold.
- Responsible for and performs troubleshooting on Returned Checks and reissuing replacement checks where applicable. Including coordinating with HR Records to update staff, faculty or student mailing address when necessary.
- Resolves routine and moderately difficult problems; refers more complex issues to manager.
- Investigates questionable data and recommends actions to be taken to resolve discrepancies.
- Maintains a visibility with internal and external customers in a favorable working relationship. Provides service to individuals entering the department seeking guidance.
- Performs stop payments, reissues and bank confirmations using the Caltech Help Desk ticketing system. Ensures accurately recorded and reversed in compliance with set policy.
- Cross trains other individuals and serves as backup for other functions.
- Responsible for and assisting Records Retention and Audit requests with use of the Caltech Help Desk ticketing system.
- Respond professionally and timely to all inquiries from external and internal customers regarding payments
- Upon completed audit, releases check payments to Institute payees and employees in accordance with the payment method and type.
- Responsible for general ledger booking for PCard Payment Batches, and Cost Transfers.
- Prepares and Bar Codes Transfer Content boxes for our off-site storage facility.
- Acts on behalf of manager when manager is unavailable.
- Other duties as requested or assigned.
Supervisory Responsibilities:
- Acts on behalf of the Disbursements Manager when unavailable. Assumes delegated authority.
- Must be able to work with conceptual issues and the ability to meet daily production deadlines.
Basic Qualifications
- A minimum of 5 years previous Disbursements Post Audit experience.
- An understanding of general accounting concepts.
- Experienced with a document imaging system and ERP system (accounts payable module) and skilled in auditing a high invoice volume with accuracy.
- Able to meet deadlines while offering the highest levels of customer service.
- The selected candidate must pass a pre-employment background investigation to be hired for this position.
Preferred Qualifications
- Ability to review and match a high-volume of invoices and related documents electronically.
- Ability to analyze and resolve complex payment problems.
- Effective oral and written communication skills.
- Skilled in organizing work and setting priorities.
- Ability to reconcile ACH and EFT GL accounts.
- Ability to troubleshoot invoices issues.
- Microsoft Windows Office experience including Word, Excel, and Outlook email software.
- Oracle Enterprise Systems (Oracle R12 experience preferred).
- Ability to fit in with a large team environment.
- Working knowledge of accounting concepts such as debits, credits, accruals, refunds, payment terms.
- Previous experience in higher education a plus.
- A courteous, professional demeanor and excellent customer service skills.
- This is a key function within the department. The responsibilities are essential to audit compliance and generally accepted accounting practices. The individual in this role must be able to take calculated risks, communicate issues and identify problems. Communicates with all levels of employees, management, and suppliers.
- A high level of skill and experience to multi-task in a fast-paced environment.
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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