Job SummaryThe financial analyst is a key member of the finance department in the Institute's Facilities Division and under general supervision is tasked with basic accounting and finance responsibilities. The role supports auditing and analyzing payment transactions, budgets and reports, and ensures accuracy and compliance with Institute policies, accounting standards, and other regulations. The role requires effective analytical skills, attention to detail, and the ability to interpret and apply basic accounting techniques. Significant interaction with campus departments and vendors is expected.
Essential Duties - Evaluate, review, and approve purchase requisitions, invoices, and applications for payment.
- Approve financial transactions up to a specified dollar amount.
- Participate in the development and implementation of internal controls and procedures.
- Assist internal and external customers courteously, promptly, and professionally.
- Review monthly internal financial reports; examine and report trends accordingly.
- Understand workflow and the impact of financial operations.
- Interpret and communicate general accounting and purchasing policies to staff and customers and recommend appropriate action; refer complex issues to higher levels.
- Ensure accounting schedules meet established deadlines.
- Provide additional administrative and financial functions as needed.
- Provide assistance to internal and external auditors regarding audits of financial transactions, policies, procedures, and practices.
- Assist with preparation of financial reports and provide analytical support related to budgets and resource utilization.
- Maintain accurate and organized records of financial transactions, budgets, and reports.
- Ensure all financial documentation is current and compliant with company policies.
- Ensure compliance with financial policies, procedures, and regulations.
- Record and categorize expenses related to facilities operations and ensure expenses are aligned with budget allocations.
- Process invoice approvals in TechMart, including routing approvals through AiM and authorizing payment or rejection.
- Reconcile vendor accounts.
- Contact vendors regarding invoice corrections.
- Work with buyers to resolve purchase order and invoice matching issues.
- Establish PTAs through Oracle.
- Submit OGM forms to Central Finance for capital project allotment requests.
- Monitor capital project funding and expenditures.
- Review project costs and perform cost transfers as necessary.
- Perform project closeout and analysis prior to PTA closure.
- Coordinate annual capital project closeout activities with Central Finance.
- Perform annual asbestos and ARO analysis.
- Process monthly PPL reallocations to Student Affairs PTA.
- Prepare P-Card reports.
- Maintain cell phone stipend additions and cancellations.
- Support Faculty Housing financial activities, including budget inquiries, monthly expense review, PTA setup, and cost analysis.
- Maintain monthly and annual Power BI reporting.
- Handle departmental cost transfers.
- Process quarterly billing and annual chargebacks.
- Assist with annual inventory valuation for the stockroom.
- Assist with annual budget preparation.
- Process annual Faculty Housing recharges for Facilities support.
- Respond to questions from project managers, general contractors, and shop supervisors.
- Perform other ad hoc assignments as needed.
Basic Qualifications- Bachelor's degree in accounting, finance, or business administration.
- 5+ years of related experience.
- Knowledge of accounting, accounts payable, purchasing, budgeting, and financial reporting principles and practices.
- Experience reviewing and processing invoices, purchase requisitions, applications for payment, vendor reconciliations, and financial transactions.
- Experience supporting capital projects through PTA (account) setup, funding requests, expenditure monitoring, cost transfers, project closeout, and financial analysis.
- Ability to prepare, review, and analyze financial reports, budgets, project costs, and expenditure data.
- Knowledge of financial controls, compliance requirements, and audit support processes.
- Experience maintaining accurate financial records and ensuring compliance with Institute policies and procedures.
- Demonstrated ability to research and resolve financial, purchasing, invoice, and vendor-related issues.
- Proficiency with ERP and financial systems, including Oracle or similar platforms.
- Experience working with Oracle, TechMart, AiM, and Power BI.
- Strong organizational skills with the ability to manage multiple assignments and meet established deadlines.
- Ability to communicate effectively and provide professional customer service to staff, vendors, project managers, contractors, supervisors, and other stakeholders.
- Demonstrated ability to work independently, exercise discretion and judgment, and maintain confidentiality when handling financial information.
- Advanced proficiency in Microsoft Excel, including formulas, PivotTables, VLOOKUP/XLOOKUP, data analysis, reconciliation, and reporting.
- Ability to organize, analyze, and present financial data using spreadsheets and reporting tools.
Preferred Qualifications- Experience in higher education.
- Master's degree.
Hiring Range$80,000 - $91,500 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.
