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Job Summary
The Cash Accounting & Control Analyst (Analyst) is responsible for ensuring that all cash transactions and related reconciliations are recorded accurately and timely. Through process optimization, use of technology, and engagement with colleagues, the Analyst will drive continuous improvements in efficiency and accuracy in the cash cycle. The Analyst maintains Caltech's cash accounts in the general ledger, Oracle cash management, and all other cash-related databases. The Analyst prepares final bank reconciliation reports for management review. The Analyst works diligently with campus departments to ensure that exceptions or issues are satisfactorily resolved. The Analyst also performs various administrative duties over petty cash, merchant credit card, unclaimed property and reporting metrics. The Analyst demonstrates a proficient knowledge of Caltech's bank and merchant account structures, cash related business processes, transaction flows, bank and merchant account reporting tools, Oracle (CM, AR, GL), intermediate to advanced desktop and data management computing skills including Excel. The Analyst maintain professional and effective relationships with Campus departments and provide direction and/or training as needed to ensure cash is recorded accurately and timely. The Analyst generally works independently and champions process changes to optimize productivity and controls.
Essential Job Duties
Cash Reporting & Analysis:
- Prepare Quarterly Cash analyses for Financial Reporting
- Prepare metrics, ad hoc analyses and reports as requested by management
- Act as the primary audit liaison for cash related reporting
- Review and analyze cash receipts data to help ensure transactions are recorded consistently as part of the bank reconciliation process.
Cash Control:
- Monitor daily cash transactions using Oracle CM and/or Cashbook to identify and assign unidentified and unrecorded bank transactions to Cash Accountants.
- Review and verify that all processed cash receipts are matched by the Cash Accountants to the bank statement (using Oracle CM or the Cashbook, as applicable)
- Coordinate with Cash Accountant(s) to follow-up with Campus departments to obtain missing Departmental Deposit Forms (DDF's) or missing interface transactions.
- Follow-up with Departments on exceptions for proper handling / training (unrecorded transactions, correcting DDF's, etc...)
- Prepare final bank reconciliations for management review and approval
- Coordinate year-end cash accruals to ensure that transactions are accrued in compliance with financial reporting policies
- Coordinate and conduct periodic audits of custodian(s) petty cash funds to verify balances and that use of funds complies with Caltech's policies.
Administration and Other Activities:
- Coordinate with Campus departments and Treasury Services for the set-up of new merchant accounts including preparation of merchant set-up documentation submitted to Treasury Services for new accounts/events (if using MRP). Ensure that merchant accounts are set-up to settle to the correct bank account including proper settlement of sales and fees
- Review and prepare claims for unclaimed property due to Caltech and maintain records of amounts available to be claimed from the State Controller's Office
- Streamline processes and make recommendations to optimize productivity
- Assist with projects as needed, e.g., Blackline Project to further automate cash account reconciliations. Work with system administrator to create matching rules and incorporate third data sources for various more complex cash reconciliations.
- Assist manager with training Cash Accountant(s) and back-up Cash Accountant(s) as needed
- Update policies and procedures related to cash reporting, accounting and controls
- Maintain / update department website(s) relating to Cash Accounting duties
- Other duties as assigned
Basic Qualifications
- Bachelor's degree in accounting or finance
- three years of accounting, banking, financial services or a combination of other relevant experience along with an understanding of accounting concepts.
- Working knowledge and understanding of accounting, accounts receivable, banking and other financial services
- Intermediate knowledge of Microsoft Excel, Word, and Outlook
- Ability to organize and prioritize work to analyze, control and report on a high-volume transaction activity, while meeting deadlines and providing optimum customer service, is essential in performing this job successfully.
- Exceptional customer service skills
- Effective oral and written communication skills
Preferred Qualifications
- Familiarity with Oracle (GL, AR, CM) or another ERP system is preferred.
- Working knowledge and understanding of bank products; BofA CashPro, JPMorgan, etc.
- Ability to prioritize and organize workload
- Ability to perform in a team environment
- Ability to manage projects and bring to completion
- Demonstrate experience with taking ownership/accountability of processes and outcomes
- Ability to perform self-directed research and analysis, i.e., self-starter
- Ability to document procedures clearly and concisely
- Good analytical and problem-solving skills
- Ability to identify instances of conflicting information and addressing inconsistencies
- Ability to present issues and possible solutions to management based on analysis performed
Required Documents
Hiring Range
$68,640 - $73,800 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 benefits and staff perks.
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 eeoc_self_print_poster.pdf. 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 employment@caltech.edu.
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California Institute of Technology
vision insurance, parental leave, paid time off, sick time, tuition reimbursement
Dec 24, 2024