Accounts Payable and Tax Specialist

FINANCIAL SVC ANL 2 CX (004754)

UCPath Position ID: 41000519

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1139210

Approved Date:

3/19/2026 5:17:06 PM

Date Last Edited:

3/19/2026 5:17:03 PM

Last Action Effective Date:

5/5/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6440D

Division:

BUSINESS & FINANCE SOLUTIONS

Department:

351000 - ACCOUNTS PAYABLE

Position Details

UCPath Position Number:

41000519

Position Description ID

167705

UC Payroll Title:

FINANCIAL SVC ANL 2 CX (004754)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40107757

Reports to Payroll Title:

FINANCIAL SVC SUPV 1

UCPath Department Head Position Number:

40064915

Department Head Payroll Title:

Accounting Mgr 1

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

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.

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.

Invoice Processing

 • Utilizing the on-line accounts payable system, input invoices and other documents for payment.

 • Apply proper policy, procedures and coding while processing payments.

 • Ensure that purchases of tangible goods are properly coded to remit the required sales or use taxes to the vendor or State Franchise Tax Board.

 • Ensure that service payments to individuals or unincorporated entities are properly coded for income tax withholding or reporting.

 • Ensure that payment is made to the proper vendor at the proper location.

 • Route information for new vendor establishment or for vendor file corrections to vendor management.

 • Ensure that invoice and payment document information (quantity, descriptive information, and amount) matches approved on-line orders or payment requests, or is input properly to generate a mismatch message to the ordering department.

40%

Tax Review

 • Responsible for reviewing and ensuring compliance of payment transactions with federal and state tax regulations.

 • Performs income classification and reporting for applicable payments, including preparation and oversight of Forms 1099 and California FTB filings (e.g., 592/592-B), as well as review of CA590 and CA587 documentation.

 • Identifies and manages vendor levies by coordinating with appropriate authorities and ensuring proper redirection of payments.

 • Maintains oversight of the tax inbox and Slack channel to address inquiries, provide timely guidance, and ensure issues are tracked and resolved.

 • Provides direction on withholding requirements, monitors data accuracy across systems, and partners with internal stakeholders to support timely, accurate reporting and audit readiness.

30%

Training

 • Lead, provide, and facilitate training to the team, new members, on topics to include all activities supporting banking, tax, and related invoice processing.

 • Lead, provide, and facilitate refresher training and support to the team, new members, on topics to include all activities supporting banking, tax, and related invoice processing.

 • Assist Supervisor to prepare slide decks, and videos and other training materials.

 • Collect and review feedback from training and emerging topics from customers to continually improve on and maintain the current training.

 • Serve daily training support for ad hoc inquiries from staff.

20%

Banking Tasks

 • As part of the banking team, initiate or confirm ACH/EFT reversals and recalls, review Positive Pay, issue manual rush checks, and stop payment requests as needed.

 • Review Notice of Change (NOC) Reports and take appropriate action as necessary.

 • Review requests for check cancellation for appropriate justification. Process the check cancellation utilizing the PAC system. Prepare financial journals.

 • Review and process wire transfers. Confirming PAC Order authorizing payment for the product or service matches the request. Utilizing Visual Compliance confirm payment can be authorized to this entity and/or person.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in accounting, business administration, or closely related field or equivalent combination of education and experience / training.

Required

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

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF 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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

UCLA Wilshire Center

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.