Associate Business Specialist

The Business Services Directorate (BSD) provides high-quality business services to support the Lab's research initiatives by participating in cross-functional teams with a focus on risk mitigation and cost management, which is a critical component to the Lab's success. Led by the Chief Financial Officer, Brookhaven’s Business Services Directorate includes the Budget Office, Fiscal Services Division, Procurement & Property Management Division, Chief Financial Office, Digital Transformation Office, and the Business Operations Offices. The Directorate manages a broad range of financial activities, including the planning and implementation of the Lab’s fiscal matters and its approximately $900 million annual budget. The mission of the Fiscal Services Division (FSD) is to innovatively manage the financial business processes in support of world-class research at Brookhaven National Laboratory . FSD provides Payroll, Accounts Payable, General Accounting, Financial Reporting, and Travel Services support to the Laboratory. The open position is for an Associate Business Specialist. Compliance with IRS rules and regulations is necessary to ensure accurate 1099/1042 reporting. The Assistant Business Specialist will report to the Manager of Payroll and Corporate Accounting and is responsible for entering and reviewing new fiscal and department (non-PO) vendor information in PeopleSoft. The candidate will work with the Lab’s 1099 vendor and ITD to ensure compliance with IRS rules so that 1099 forms are submitted timely and accurately. This position will review vendor files to ensure they are accurate for processing by Accounting. This position will also work with the Accounting Supervisor to assist with month-end and year-end closing items. Essential Duties and Responsibilities: Maintain vendor records for non-purchase order vendors. Ensure that submitted W8 and W9 forms from vendors are completed accurately and thoroughly. Primary liaison with 1099 vendor. Monitor and implement new IRS regulations related to 1099 reporting. Correction of existing vendors to ensure accurate reporting. Run PeopleSoft queries to identify and check new vendors. Approve vendor payments for honorariums, consultants, collaborators, and pay contract vendors. Work with ITD to ensure accurate files are uploaded and provided to our 1099 vendor. Oversee TIN matching status and USPS address validation for all vendors and guests. Resolve TIN matching failures and data discrepancies. Resolve IRS notices, including 1099-K notices, to prevent penalties and fines to BNL. Under the direction of the Accounting Supervisor, perform validations, maintenance, and error investigation across the General Ledger. Demonstrated commitment to working safely, acting ethically, and taking personal accountability for operational excellence. Required Knowledge, Skills, and Abilities: Bachelor's degree in related accounting/business field or equivalent experience generally based on the basis of 2:1 (experience: college). 2+ years of related/relevant work experience. Knowledge of Microsoft Office including Excel, Outlook, and Word. Clear and concise written and verbal communication skills. Strong customer service skills. Ability to meet deadlines and work within tight time constraints. Preferred Knowledge, Skills, and Abilities: 1099/1042 experience. PeopleSoft query experience. Other Information: Visa sponsorship is not available for this position This is a hybrid position and requires 4 days a week onsite at BNL in Upton, NY and 1 remote day. Brookhaven Laboratory is committed to providing fair, equitable, and competitive compensation. The full salary range for this position is $79,850 - $115,800 / year. Salary offers will be commensurate with the final candidate’s qualification, education, and experience and considered with the internal peer group. Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Review more information at BNL | Benefits Program Brookhaven National Laboratory requires all non-badged personnel including visitors to produce a REAL-ID or REAL-ID compliant documentation to access Brookhaven National Laboratory – view more information at www.bnl.gov/real-id . This is due to nationwide identification requirements for federal site access as required by the federal REAL ID Act . Those not in possession of a REAL ID-compliant document will not be permitted to access the site which includes access to the Laboratory for interviews . As a U.S. Department of Energy laboratory, Brookhaven National Laboratory requires employees to obtain and maintain a DOE Uncleared Personal Identity Verification (UPIV) credential in accordance with Homeland Security Presidential Directive 12 (HSPD-12) requirements. The credentialing process is completed as part of onboarding and enables access to DOE facilities and information systems. As a condition of employment, the selected candidate must be able to obtain and maintain a UPIV credential. These requirements are established under DOE Order 206.2 Chg. 2, Identity, Credential, and Access Management (ICAM- Identity, Credential, and Access Management (ICAM) ) , and DOE Order 473.1A- Physical Protection Program- Physical Protection Program . About Us Brookhaven National Laboratory (www.bnl.gov) delivers discovery science and transformative technology to power and secure the nation’s future. Brookhaven Lab is a multidisciplinary laboratory with seven Nobel Prize-winning discoveries, 37 R&D 100 Awards, and more than 70 years of pioneering research. The Lab is primarily supported by the U.S. Department of Energy’s (DOE) Office of Science. Brookhaven Science Associates (BSA) operates and manages the Laboratory for DOE. BSA is a partnership between Battelle and The Research Foundation for the State University of New York on behalf of Stony Brook University. BSA salutes our veterans and active military members with careers that leverage the skills and unique experience they gained while serving our country, learn more at BNL | Opportunities for Veterans at Brookhaven National Laboratory . Equal Opportunity/Affirmative Action Employer Guided by our core values of integrity, responsibility, innovation, respect, and teamwork, Brookhaven Science Associates is an Equal Employment Opportunity Employer-Vets/Disabled. We are committed to fostering a respectful and collaborative environment that fuels scientific discovery. We consider all qualified applicants without regard to any characteristic protected by law. All qualified individuals are encouraged to apply. We ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. *VEVRAA Federal Contractor BSA employees are subject to restrictions related to participation in Foreign Government Talent Recruitment Programs, as defined and detailed in United States Department of Energy Order 486.1A. You will be asked to disclose any such participation at the time of hire for review by Brookhaven. The full text of the Order may be found at: https://www.directives.doe.gov/directives-documents/400-series/0486.1-BOrder-a/@@images/file