1099 Reporting and Accounts Payable Analyst IV

The 1099 Reporting and Accounts Payable Analyst is responsible for overseeing the accurate and timely processing of 1099 per the IRS timelines, as well as managing all aspects of IRS 1099 reporting i.e. corrections, filing, etc.  This role ensures compliance with federal tax regulations, working with Vendor Maintenance to correct and update withholding.

The 1099 Reporting and Accounts Payable Analyst will:

• Review account payable transactions to identify vendors requiring 1099 reporting.

• Prepare, reconcile, and file annual 1099 forms with the IRS, ensuring compliance with all relevant deadlines and regulations.

• Distribute 1099 forms to vendors and respond to vendor inquiries regarding 1099s.

• Stay current on IRS rules and guidelines related to 1099 reporting and implement necessary changes to company processes.

• Collect and maintain 1099 from the KP regions (i.e. The Permanente Medical Group(s)) for 1099 reporting, including W-9 forms and tax identification numbers.

• Builds and applies adjustment schedules to ensure accurate handling of non-monetary and reporting exceptions related to 1099-misc reporting

• Reviews of vendor setups as related to 1099 reporting

• Interacts with the IRS to ensure accurate vendor uploads to A/P systems and as required to support other Kaiser elements

• Controls and updates access to IRS systems allowing access to tin/name matching

• Interacts with accounting to support 990 reporting

• Distribute KP W9-s

The 1099 Reporting and Accounts Payable Analyst will also manage end-to-end accounts payable operations, including verifying data accuracy, securing required approvals, and entering financial information into the accounting system. Maintains current desktop procedures in alignment with IRS guidelines and company policies, reconciles vendor 1099s, and ensures timely resolution of discrepancies. Monitors and analyze Invoice Paid on Time metrics to identify process improvement opportunities and oversee the timely review of vendor payables subject to 1099 reporting. Ensures adherence to internal controls, corporate policies, and SOX requirements while supporting audits through accurate documentation and clear explanations. Serves as the primary liaison for vendor inquiries related to payments and 1099 forms, fostering strong relationships with both vendors and internal teams.

Ensures on time payments by independently analyzing and reporting data and performs/develops thorough review of moderately complex analytics data to identify and document issues, trends, and findings. Independently performs analytical and reconciliations processes that resolve escalated and moderately complex issues identified from audits, and with duplicates, match exceptions, and access that require judgment and discretion, ensuring compliance with complex guidelines. Independently manages vendor/internal client relationships, guidance, and moderately complex issue resolution. Independently contributes to process improvements by proposing incremental process improvements to allow for more efficient and effective reconciliations and prevent escalations and credit holds.

• Promotes learning in others by proactively providing and/or developing information, resources, advice, and expertise with coworkers and members; builds relationships with cross-functional/external stakeholders and customers. Listens to, seeks, and addresses performance feedback; proactively provides actionable feedback to others and to managers. Pursues self-development; creates and executes plans to capitalize on strengths and develop weaknesses; leads by influencing others through technical explanations and examples and provides options and recommendations. Adopts new responsibilities; adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; champions change and helps others adapt to new tasks and processes. Facilitates team collaboration to support a business outcome.
• Completes work assignments autonomously and supports business-specific projects by applying expertise in subject area and business knowledge to generate creative solutions; encourages team members to adapt to and follow all procedures and policies. Collaborates cross-functionally and/or externally to achieve effective business decisions; provides recommendations and solves complex problems; escalates high-priority issues or risks, as appropriate; monitors progress and results. Supports the development of work plans to meet business priorities and deadlines; identifies resources to accomplish priorities and deadlines. Identifies, speaks up, and capitalizes on improvement opportunities across teams; uses influence to guide others and engages stakeholders to achieve appropriate solutions.
• Independently analyzes and reports data to ensure on time payments by: developing and performing thorough review of moderately complex analytics data to identify and report common issues, trends, and findings to key stakeholders; and performing moderately complex root-cause analysis to identify issues and decrease the total number of unmatched transactions.
• Independently performs analytical and reconciliation processes to ensure on time payments by: resolving escalated and moderately complex issues resulting from audits (e.g., transaction level expense reports, checks, electronic payments, AP vouchers, and credit card payments); collaborating within and cross-functionally to identify and drive resolutions for moderately complex issues with duplicates, match exceptions, and access that require judgment and discretion; ensuring compliance with complex SOX (Sarbanes-Oxley Act) guidelines, internal audit reports, external regulations (e.g., IRS), and company policy and compliance guidelines; and providing general support and mentorship for the analytical and reconciliation process.
• Independently manages vendor/internal client relationships by: assisting vendors/internal clients with moderately complex issues (e.g., invoice to payment, account reconciliation, credit holds); designing and using reports to discover and address patterns (e.g., vendor consistently submitting invoices late, internal client escalations); and responding to moderately complex vendor/internal client inquiries, developing scripts for recurring issues, and providing training and guidance documents for moderately complex functional processes.
• Independently contributes to process improvements by: proposing incremental process improvements and automations to allow for more efficient and effective reconciliations and to prevent escalations and credit holds; understanding the measures of change and the impact to current processes, proposing and implementing training on process improvements; and identifying incremental process improvements that increase efficiency and effectiveness of vendor/internal client management.