Accounts Payable and Tax Specialist
Department Summary
The Accounts Payable department is responsible for processing all non-payroll expenditures and asset purchase transactions for UCLA, the largest campus in the University of California System, amounting to over $1.5 Billion dollars and 600,000 transactions annually. Accounts Payable sits within the Office of the Vice Chancellor and Chief Financial Officer, which advises the Chancellor and Executive Vice Chancellor and Provost regarding academic and budgetary planning issues and allocation of campus resources, including issues involving students, faculty, staff, space, and university finances. The office also manages the key campus planning processes and data sets that support these decisions, and performs a central role in UCLA's systems of internal control and accountability. The office also is responsible for the capital planning and finance, real estate, design and construction of all campus capital projects.
Position Summary
Under the direction of the Accounts Payable Supervisor, the Accounts Payable and Tax Specialist performs a variety of assignments related to payments to individuals and income tax reporting for disbursements made by central Accounts Payable Department. The Specialist will take the lead in promoting awareness of banking, tax, and invoice processing requirements by identifying common errors and guiding AP staff on how to avoid them, perform regular reviews of transactions processed by the group to determine accuracy and ensure that procedures are consistently being followed, and support daily inquires and schedule with staff as needed to ensure quality. The Specialist is responsible for processing general payments for University as well as specialized transactions resulting in payments to employees and individuals for services or sales to the University including highly sensitive settlement payments. The Specialist handles specialized tasks such as processing vendor refunds, handling forgery complaints, and processing special agreement invoices. The Specialist will provide support to campus departments on policies and procedures related to Accounts Payable transactions. The incumbent will participate with other individuals and departments to give input to improve processes and systems to accomplish specialized processing tasks. The incumbent will work in coordination with Accounts Payable Supervisors to ensure coordination of payments to or on behalf of individuals providing services or goods to the University. The Specialist will participate in system training and support in coordination with Purchasing Department and Digital Technology Services.
Salary & Compensation
*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.
Qualifications
- Detail knowledge of basic accounting principles to perform debiting, crediting, preparing journal entries and account reconciliation. Detail knowledge of purchasing and accounts payable policies and procedures. (Required)
- Skill in interpreting documents such as tax publications, policy manuals and memos to perform research, answer questions, and resolve problems. (Required)
- Skill in utilizing personal computer spreadsheet and word processing applications to prepare reports and presentations and to analyze financial data. Demonstrated working knowledge of and ability to enter data on line to a computerized accounts payable system. (Required)
- Skill in analyzing information, practices or systems to identify problems, formulate logical and objective conclusions, recognize alternatives and their implications. (Required)
- Skill in writing concise, logical business correspondence and desk procedures. (Required)
- Oral communication skills to correspond with various levels of University personnel and ability to deliver oral presentations to groups or on a one-on-one basis. (Required)
- Ability to establish and maintain cooperative and diplomatic working relationships with staff within Accounts Payable Staff, with other central office personnel, with Campus department personnel, with outside vendors, and with outside regulatory agencies. (Required)
- Ability to evaluate impact on workload and work independently in organizing tasks, setting priorities to ensure that responsibilities are carried out in an accurate and timely fashion. (Required)
- Skill in organizing information and documents for easy retrieval and to process work effectively. (Required)
- Ability to adjust working hours and, if necessary, work overtime to meet the needs of the Office and reporting deadlines. (Required)
- Ability to develop processes, procedures and system modifications to gather and report required tax and other information as required. (Required)
- Detail knowledge of taxation rules and regulations and of fund accounting and general ledger. (Preferred)
Education, Licenses, Certifications & Personal Affiliations
- Bachelor's Degree in accounting, business administration, or closely related field or equivalent combination of education and experience / training. (Required)
Special Conditions for Employment
- Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
- Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.
Schedule
Monday - Friday, 7:00 a.m. to 4:00 p.m. PST and/or variable based on operational needs.
Union/Policy Covered
CX-Clerical & Allied Services
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