Accounts Payable and Tax Specialist

East-West Center•Honolulu, HI

57d•Onsite

About The Position

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region. Our Finance team is currently seeking an Accounts Payable and Tax Specialist. This position provides strategic guidance and manages critical functions including vendor payments, student and employee reimbursements, and other outbound financial transactions. Additional duties include the supervision and training of staff, managing workflows and deliverables with our established financial systems, and partnering with internal and external stakeholders to support financial integrity and service excellence.

Requirements

High school diploma or equivalent training and experience from which comparable knowledge and ability can be acquired
Five (5) years of full-time work experience that demonstrates the ability to perform the duties of this position or a combination of post high school education and directly related experience which totals five years
Experience pre-auditing payment documents to ensure compliance with policies and regulations.
Demonstrated Ability - to plan, organize, prioritize, and coordinate work involving a wide variety of tasks and materials
Demonstrated Ability - to take initiative and work independently and cooperatively in following through on assignments
Demonstrated Ability - to maintain a high level of accuracy in working with numbers and other detailed matters
Demonstrated Ability - to interpret, apply and maintain knowledge of internal and external policies and administrative procedures
Demonstrated Ability - to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds
Demonstrated Ability - to work under the pressure of deadlines and competing demands
Demonstrated Ability - to work efficiently in a non-routine environment
Demonstrated Ability - to adapt to changes and exercise initiative and good judgment in dealing with a variety of situations
Demonstrated Ability - to establish and maintain accurate files and records
Demonstrated Ability - to appropriately handle confidential information
Demonstrated Ability - to communicate effectively both verbally and in writing
Demonstrated Ability - to assume responsibility for whole areas of work and integrate information from relevant sources
Demonstrated Ability - to gather and/or prepare background materials.
Proficiency with Microsoft Excel or equivalent programs demonstrating advanced knowledge of use of formulas in manipulating data in spreadsheet applications.
Knowledge - of office practices and procedures
Knowledge - of correct English grammar, punctuation, spelling, and word usage
Knowledge - of office machines and equipment.

Nice To Haves

Knowledge of regulations and procedures related to expenditure of federal awards and payments to non-US persons or entities.

Responsibilities

Pre-Audit and Approval: Reviews documents for conformance with purchasing policies and procedures, participant policies and procedures, travel regulations, Federal and State of Hawaii tax laws and requirements, award terms and conditions, accuracy, sufficient supporting documentation, justification, correct use and distribution of proper accounts and object classifications, accounting information and completeness.
Assist other voucher examiners to process payment documents for reimbursement, travel, contract, and other disbursement documents.
Auditing for accuracy, proper use of account and classification codes, supporting documents, contractual terms and conditions, and compliance with applicable Center policies and procedures.
Determines which payments are exception to policies and ensures that the appropriate approvals are obtained before payment is made.
Generates disbursement checks. Reviews checks for accuracy and completeness. Also verifies other voucher examiner batches for accuracy and completeness.
Determines if taxability of participant award is accurately reflected, i.e. if participant qualifies for tax treaty exemption or if a specific allowance is taxable.
Assures that the correct amount of taxes are withheld or computed on taxable payment documents and other expenditure transactions that affect taxable or reportable payments.
Obtains the necessary tax exemption forms for Center files.
Reconciles tax withholding summary report and prepares payment requests for Federal withholding tax deposits.
Maintains ledgers of withholding taxes for consultants and participants; tax-related data for calendar year-end reporting to the appropriate tax offices; and fiscal year end schedules.
Assists with calendar year-end tax reporting for Form 1042-S for the Center through reconciliation of the annual tax summary reports.
Prepares and distributes calendar year-end tax forms for participants.
Reviews and submits cancellation forms to health provider.
Coordinates semester payment requests from programs/offices.
Reviews and processes insurance payments and assures proper distribution of premium costs.
Contacts health provider regarding payments and refunds and other insurance questions.
Answers questions regarding policies and procedures for enrollment.
Develops work methods, procedures and schedules for the timely and accurate payment of participant-related expenditures.
Assists supervisor with specifications, review during development stage, design of input and output documents/reports, testing, preparation for implementation (training materials and instruction for users), implementation and evaluation of computer systems/programs that affect this position.
Performs entry (encumbrance payments) and pre-audit approval of payment documents on an on-line accounting system.
Maintains up-to-date vendor code listing.
Maintain up-to-date files of participant awards and award change notifications; monthly stipend requests; and insurance enrollment premium payments.
Maintains surveillance over aging encumbrance to prevent delinquencies in payment from occurring. This requires follow-up action with programs and offices to obtain missing documentation, with vendors to obtain invoices or information, and with requisitioners when necessary to obtain background information.
This position may perform other duties as assigned.