Data Operations Specialist

ABOUT THIS POSITION

The Data Operations Analyst is responsible for ensuring the accuracy, completeness, and integrity of payment funding and settlement across Waystar’s Payment Facilitator ecosystem. This role focuses on reconciling financial transactions between the company (PayFac), its customers, third-party payment partners, and bank deposits.

They also investigate the various data integrity issues that may exist for a payment transaction that did not successfully settle. Waystar is looking for a Data Operations Analyst to join our Payment Operations team, who will serve as a critical control point for identifying, investigating, and resolving discrepancies in payment activity at both the batch and transaction level.

The ideal candidate brings strong analytical skills, a deep understanding of data
relationships, and the ability to translate complex payment flows into actionable
insights. A strong technical aptitude and background in data is required for this role, including familiarity with best practices for data hygiene. We are looking for someone who has independent judgement making skills and the ability to work on a wide variety of tasks under limited supervision. If you have 1-2 years of experience in data analytics or accounting, as well as a familiarity with
standard concepts, practices, and procedures within the data sector, then this is a perfect role for you!

WHAT YOU'LL DO

Account Reconciliation & Financial Accuracy

• Perform daily reconciliation of transaction-level activity to settlement reports, funding files, and bank deposits
• Validate the completeness and accuracy of funds flow between:
• o Customers o Payment processors / vendors o Internal systems o Bank accounts
• Investigate and resolve discrepancies across payment lifecycle stages (authorization, capture, settlement, funding)
• Reconcile variances at both summary and detailed transaction levels, ensuring alignment across systems
• Support month-end close by ensuring all payment-related activity is accurately reconciled and variances are resolved or appropriately documented
• Ensure completeness and accuracy of financial data in alignment with internal reporting requirements Data Analysis & Reporting
• Leverage advanced Excel capabilities (pivot tables, lookups, nested formulas, etc.) to analyze large datasets and reconcile financial data
• Ensure alignment between subledger activity and summarized financial reporting
• Translate transaction-level data into meaningful insights that support financial accuracy and operational decision-making
• Develop and enhance reporting to improve visibility into reconciliation performance and trends
• Assist in providing data and documentation to support audits and internal control reviews Issue Identification & Root Cause Analysis
• Proactively identify anomalies or breaks in reconciliation processes
• Analyze discrepancies to determine root cause across systems, vendors, or process failures
• Own issues from identification through resolution, including validation of fixes
• Escalate systemic issues where appropriate and partner with internal teams to implement long-term solutions Cross-Functional Partnership
• Work closely with Accounting to ensure accurate financial reporting and alignment on reconciled balances
• Partner with Product, Engineering, and Payment Operations teams to resolve discrepancies and improve system accuracy
• Communicate findings clearly to both technical and non-technical stakeholders

WHAT YOU'LL NEED

• Advanced proficiency in Microsoft Excel (pivot tables, XLOOKUP/VLOOKUP, SUMIFS, data manipulation)
• Demonstrated ability to work with large datasets and reconcile detailed transactional data to summary financials
• Strong analytical and problem-solving skills with high attention to detail
• Ability to independently investigate issues and drive resolution
• Effective communication skills with the ability to collaborate cross-functionally
• Experience in payments, fintech, or high-volume transaction environments
• Bachelor’s degree or equivalent experience strongly desired
• 2–3 2–5+ years of experience in accounting, reconciliation, audit, or financial operations
• Effective verbal and written communication skills, must be able to confidently communicate with peers, leaders and clients
• Flexible workstyle - able to work collaboratively in a team environment

WAYSTAR PERKS

• Competitive total rewards (base salary + bonus, if applicable)
• Customizable benefits package (3 medical plans with Health Saving Account company match)
• We offer generous paid time off for our non-exempt team members, starting with 3 weeks + 13 paid holidays, including 2 personal floating holidays. We also offer flexible time off for our exempt team members + 13 paid holidays
• Paid parental leave (including maternity + paternity leave)
• Education assistance opportunities and free LinkedIn Learning access
• Free mental health and family planning programs, including adoption assistance and fertility support
• 401(K) program with company match
• Pet insurance
• Employee resource groups

Waystar is proud to be an equal opportunity workplace. We celebrate, value, and support diversity and inclusion. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, marital status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.