Payroll/Accounts Payable Specialist | California Institute of Technology
California Institute of Technology
Location
Pasadena, CA | United States
Job description
Payroll/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.
The Athenaeum is a private membership club on the beautiful campus of Caltech in Pasadena, California. Caltech, founded in 1891, is a world-renowned center of scientific study that ranks among the best universities in the world. The club was founded in 1930 as a gathering place for Nobel Laureates, faculty, and scholars to stimulate friendship and the exchange of ideas about science, art, and literature. Today, 90 years later, The Athenaeum continues to serve faculty, staff, students, and select community members as they gather to dine, celebrate, and entertain.
The Athenaeum serves approximately 3,900 members, offering dining, private and special events, and lodging. The club is recognized as a 'Platinum Club of America' confirming its place among the top 50 private clubs in the country.
Job Summary Under the general supervision of the Director of Finance, the successful applicant will handle the overall payroll and accounts payable processes for the Athenaeum. The successful applicant will be guided by the Institute and/or Athenaeum standard operating procedures, instructions, and established policies to accomplish all assignments.
Essential Job Duties - Maintain knowledge of current Caltech Personnel Memoranda to ensure The Athenaeum is in compliance with Caltech policy.
- Support Directors and Senior Managers as the payroll subject matter expert; this position provides guidance, insights, and solutions regarding payroll information.
- Train and temporarily supervise administrative staff on processing payroll.
- Coordinate with various Caltech Human Resources departments regarding the bi-weekly payroll processing of nearly 100 Athenaeum employees.
- Shepherd the payroll data collection, and review, signoff, and approve of the bi-weekly payroll process. This involves working with the Directors and Senior Managers to ensure employee timecards are completed on time and confirming over-time, meal premiums, adjustments, paid time off, etc.
- Resolve payroll discrepancies and answer any employee questions.
- Maintain employee schedules in Kronos.
- Work with managers to provide weekly schedules and enter the data into the time-keeping system.
- Review timecards to ensure the proper application of pay codes.
- Research and determine benefits eligibility and the proper calculation of sick and holiday pay.
- Accurately review, code, and process vendor invoices. Verify and calculate all extensions and totals on invoices (calculating and taking discounts when applicable).
- Assist with the yearly internal audits.
- Ensure that all A/P processes adhere to company policies and relevant regulations.
- Attend to and resolve vendor billing inquiries.
- Responsible for the yearly Blanket Purchase Order Listing. This involves reviewing vendor charges for the fiscal year and submitting proposed balances with charge codes and expenditure types to the procurement department.
- Perform monthly food inventory count.
- Responsible for other duties and projects as deemed necessary and appropriate by the Director of Fiscal Operations.
Basic Qualifications - An Associate degree or equivalent.
- 5 - 6 years' experience in payroll and accounts payable.
- Excellent oral and written communication skills and ability to work effectively with club members, fellow employees, and various levels of management.
- Excellent attention to detail and organizational skills.
- Must be deadline driven with the ability to work independently with minimal supervision.
- Excellent customer service skills.
Preferred Qualifications - Proficient Microsoft Office knowledge and skills.
Required Documents To be considered for this position please visit our web site and apply on line at the following link: 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. Copyright 2022 Jobelephant.com Inc. All rights reserved.
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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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