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 Associate 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 People Soft. 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.

• 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 People Soft 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.

• 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.

• 1099/1042 experience.
• People Soft query experience.

• 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…