Research Billing Specialist
Job no: 495809
Work type: Administrative Faculty Full Time
Location: Golden, CO
Categories: Administrative/Office Support, Other, Research Administration/Grants/Proposals
|Research Billing Specialist
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 recommendations for improvements. The position will be responsible for handling a large amount of data, where attention to detail and timeliness is essential. A hybrid work schedule is available.
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.
- 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.
- Verify that all invoices or requests for payment comply with the terms and conditions of the agreements. Complete complicated sponsor required payment remittance forms, that require reconciling Mines’ chart of accounts with Sponsor predetermined cost categories.
- Review the School’s standard financial system reports for issues when a bill is not processing.
- 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. Research and identify how the issue occurred and what actions are needed to resolve the concerns.
- 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 regard to collections.
- Determines the most appropriate action to collect amount due in a timely manner.
Training and Process Improvement
- Serve as expert in understanding and navigating the Billing subledger of the School’s financial system.
- Maintain current procedural statements and manuals.
Education and Experience:
- Bachelor’s degree in accounting, finance, business administration or the equivalent in experience
- 2+ years of experience in accounts receivables, cash receipts, and account reconciliations
Knowledge, Skills, and Abilities:
- Proficiency at reading and understanding terms and conditions in a legal document.
- Knowledge and/or demonstrated experience understanding and using complex federal invoicing websites.
- Proven ability to use spreadsheets, databases, presentation software, and enterprise financial systems.
- Highly organized and Task-driven
- Billing, Accounts Receivables, Collections knowledge
- Ability to think critically to problem solve
- Excellent communication skills that is professional and responsive
- Customer service-oriented
Education and Experience:
- Higher education, and/or government accounting experience
- Masters Degree in Accounting and/or Business Administration
- Experience with billing federal agencies
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.
Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.
Mines’ commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce.
Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.
$53,800 - $62,700
Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.
|Mines is proud to provide exceptional benefits that include pay, health & wellness and work/life balance offerings. Our portfolio of benefits includes medical, dental, vision, disability insurance, flexible spending accounts, life insurance, and retirement savings plans. Additionally, Mines employees are eligible for tuition benefits (for employees and dependents), generous paid holidays and leaves and discount programs. For more information, visit Mines benefits.
|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 (required). References will not be contacted until later in the selection process and you will be informed before that contact is made.
|Background Investigation Required
|COVID-19 Vaccine Requirement
|This position will require documented proof of full COVID-19 vaccination or exemption because of a medical or religious exclusion. New employees will be required to provide attestation to their status with proof of vaccination upon hire. Religious and medical exemptions and reasonable accommodation shall be addressed as required by law pursuant to the Equal Employment Opportunity Commission’s vaccination guidance.
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