Research Billing Specialist

Apply now Job no: 494595
Work type: Administrative Faculty Full Time
Location: Golden
Categories: Business/Accounting/Finance/Audit, Administrative/Office Support

Position Title: Research Billing Specialist 
The Opportunity:

The position of Billing Specialist will be responsible for the billing management of sponsored research projects in the Office of Research Administration (“ORA”).  This is a key member of the research team and serves as a resource to sponsors, faculty, and campus administrators. 

Billing for sponsored research is complex and includes many different components which requires critical thinking skills in addition to a strong accounting background.  The Billing Specialist will apply accounting theories and understand generally accepted accounting principles (“GAAP”) in order to meet the job requirements and responsibilities. 

Essential responsibilities include cash management, billing, accounts receivables, financial reporting, systems monitoring, and customer service.  The position requires working independently, ability to research and resolve issues, strategically analyzing financial reports, and consistently review processes and procedures, making recommendation for improvements.

The position will be responsible for handling a large amount of data, where attention to detail and timeliness is essential.


Research grants/contracts invoicing

  • Read, comprehend, analyze, and accurately apply sponsor billing terms and conditions listed in a legal document to complete the billing set-up in the School’s financial system.  The School’s financial system must be maintained and updated as changes occur to an individual project.
  • Process, review, and submit the monthly, quarterly, and annual sponsor billing, paying close attention to detail.
  • Have a thorough understanding and the ability to navigate through sponsor websites for submitting invoices or drawing down payments.  Comprehend the different types of sponsor identification numbers to ensure invoices are approved and paid without difficulties.
  • This position is responsible for ensuring that all invoices or requests for payment comply with the terms and conditions of the agreements. Understand and complete complicated sponsor required payment remittance forms, that require reconciling Mines’ chart of accounts with Sponsor predetermined cost categories. Knowledgeable in Excel with the ability to write formulas and create checks and balances to ensure sponsor remittance form is correct.
  • Ability to read and comprehend the School’s standard financial system reports for issues when a bill is not processing. Require fully understanding the School’s financial system screens and functions of each.
  • Recognize and research if a sponsor short pays an invoice.  Follow-up with the appropriate ORA staff members to ensure the issue is resolved in a timely manner.
  • Work with the Controller’s office when issues arise due to incorrect balances between the general ledger and sub-ledger account receivable activity.  Be able to understand the issue how it occurred and what actions are needed to resolve the concerns.  This position is responsible for the resolution.
  • Monthly reconciliation of the School’s financial system unbilled report.  Analyze and research any discrepancies, along with the necessary action to take (if applicable) in order for the expenses to be billed in the following month.
  • Ability to read and interpret standard accounting reports produced monthly.  Ability to use reasoning and judgement to determine report is accurate and contains no deviations requiring further review.
  • Process disbursements to discharge Mines’ financial obligation to the sponsor (refunds) by reviewing award transaction history, verifying payments and expenses, and determining reason for refund.  Complete all necessary forms as required and save back-up documentation.
  • Complete billing review for award closeout by verifying billing is correct, payment made in full, and there are no unresolved billing discrepancies.
  • Ensure that sponsor contact information is current so that invoices are sent to the appropriate contact person, email, and/or address, or required online system.
  • Participate in the closeout process of an award by reviewing that a project has been fully invoiced and fully paid. Resolve any billing issues that may cause the delay of a closeout. Work in partnership with the Grant Administrators to accomplish successful closeouts.

Applying and Monitoring Cash Receipts

  • Daily monitoring and recording of cash receipt transactions based on source documents, with precision.  Researching as necessary to validate source for award to be credited.
  • Recognizing when payment amount being applied is different than the amount due for an award.  Determine what steps need to be taken to understand if account is financially correct.
  • Monthly review of the grant holding account to verify payments listed are in the process of being posted to the correct award.
  • Maintain proper supporting documentation for each cash receipt.
  • Communicate to others in a timely manner when a cash receipt issue arises.

Accounts Receivable Collections

  • Prepare, understand, analyze, review, and research each account in the Aging Report in regards to collections.
  • Using judgment of situation determine the most appropriate action to collect amount due in a timely manner.

Training and Process Improvement

  • This position is expected to be an expert in understanding and navigating the Billing sub-ledger of the School’s financial system.
  • This position is expected to maintain current procedural statements and manuals.
Minimum Qualifications:
  • Bachelor’s degree in accounting, finance, business administration or the equivalent in experience
  • Working knowledge of accounts receivables, cash receipts, and account reconciliations
  • Proficiency at reading and understanding terms and conditions in a legal document.
  • Aptitude for understanding and using complex federal invoicing websites
  • Proven ability to use spreadsheets, databases, presentation software, and enterprise financial systems
  • Demonstrated customer service skills, the ability to work effectively with a wide range of sponsor representatives in a diversity of businesses to include federal and state, and constituencies in a diverse community
  • Ability to meet multiple deadlines and deliver a quality, error free product. Analyzation and problem-solving skills including the ability to use independent judgment
  • Effective oral and written communication skills.
About Mines & Golden, CO:
Mines is consistently ranked among the top engineering colleges in the United States and ranks number one as the best public school in the state for best value colleges. Mines is located in the heart of Golden, Colorado, a western suburb of Denver.  The campus location offers a small-town ambiance with close proximity to all that the Denver metropolitan area has to offer with an abundance of cultural events, museums, theaters and sporting venues. An arid climate and an average 300 days of sunshine per year make the area an ideal place to live, work and play. We seek individuals who value a diverse and inclusive community – offering different perspectives, experiences, and cultures that enrich the educational and work experience. 
How to Apply: Applicants will be asked to complete an online application (personal information, demographic information, references, veterans status) and upload a resume and cover letter (optional). 
Total Rewards: Starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information. Mines provides an attractive benefits package including fully paid health and dental insurance. Part of Mines' mission is to create a family-friendly environment supported through our dependent tuition benefits, parental leave benefits, and dependent care assistance plan, as well as in special events, camps, and programming. For more information visit:
Background Investigation Required: Yes

Advertised: Mountain Standard Time
Applications close: Mountain Standard Time

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