Billing Specialist

PositionSummary:

TheBilling/AccountingSpecialistisakeyindividualcontributorresponsibleforallinternalandexternalbilling

activity andtax reportingfor VanderbiltUniversitys Auxiliary Services. ReportingdirectlytotheAssistantDirector of Finance this position requires a basic understanding of accounting fundamentals great attention to detail strongcommunicationskillsandtheabilityto provideexcellentcustomerserviceandaccuratebillinginformation to a wide array of constituents across Vanderbilt University.

1. The primary function of this position is to bill all revenue for Vanderbilts Printing and Catering departments.Thisinvolvesaworkingknowledgeofthebusinessmodelsforthesetwodepartmentsanda close working relationship with the operations teams to answer customer questions provide customers with appropriate documentation when requested and complete the corresponding accounting for all department sales. Once a job is marked as readytobill by the department the Billing Specialist determineswhichbillingmethodisapplicableandensuresthatthedepartmentalrevenueisreceived ina timely manner.
   1. Internal Billing At Vanderbilt all charges to departments are processed through the Oracle ICT moduleandrequireapprovaloftheFinancialUnitManagerofthereceivingdepartment.Assuch the Billing Specialist must work with approvers across campus to ensure the accuracy of the charges and resolve any discrepancies including lack of documentation and incorrect account numbers.
   2. Grant/ProjectBillingAllchargesbilledtograntscontractsgiftsandendowments areprocessed through the Oracle PPM module. The Billing Specialist is responsible for providing documentation to departments and for verifying the completeness and accuracy of all project billing information.
   3. External Billing Billing for customers who are external to Vanderbilt takes place through the OracleARmodule.TheBillingSpecialistisresponsibleforbillingthethirdpartiesthroughOracle accounting for incoming cash and credit card payments and reporting outstanding receivable balances.
2. InadditiontoPrintingandCateringtheBillingSpecialistwillperformsimilarfunctionsforother Auxiliary Services Units including Card Services Mail Services and Campus Dining.
3. Bookstore Relationship Vanderbilts Bookstore is operated by Barnes & Noble and the thirdparty contractualrelationshipismanagedbyAuxiliaryServices.TheBillingSpecialistwillberesponsibleforthe accountingof anycontractual billingbetween thetwoparties includingcreatingandsendinginvoicesto B&N(forcommissionspropertytaxesutilitybillsandotherincidentalexpenses)andinitiatingpayment for any invoices from B&N (revenue collected via Commodore Card).
4. This position serves as a partner to the universitys tax office and is responsible for all appropriate tax reportingforAuxiliaryServicestoincludebutnotlimitedtounrelatedbusinessincometax(UBIT)liquor bythedrink and any applicable external sales and bookings with Catering Conferences & Events and West End Tower.
5. TheBillingSpecialistalsoassistswithpurchasingforAuxiliaryServicesasaProcurementRequestor.
6. ThispositioncrosstrainswithandservesinabackupcapacityforotherAuxiliaryServicesaccounting team members.
7. Participateinspecialprojectsasneeded.

Approximatemonthlybillingvolumebydepartmentacrossallbillingtypes:

• Printing800 transactions
• Catering250transactions
• CardServices200transactions
• MailServices200transactions
• Allothers20orfewer transactions

Thispositiondoesnothavesupervisoryresponsibility;thispositionreportsadministrativelyandfunctionallyto Assistant Director of Finance.

ExperienceandEducation:

• ABachelorsdegreefromanaccreditedinstitutionofhighereducationoranequivalent combination of education relevant military experience and relevant skills is required.
• ABachelorsdegreewithanemphasisinaccountingispreferred.
• 2yearsofaccountingexperience isnecessary.4yearsispreferred.
• Someexperiencewithtaxreportingis preferred.
• SkillinExcelandWordapplicationsisnecessary.
• Timemanagementskillsandtheabilitytoworkwellinateamenvironmentisnecessary.
• Knowledgeofaccountingprinciplesandgeneralledgerisnecessary.
• PreviousexperiencewithOracleERPispreferred

• Analytical & DetailOriented Accurately assesses information and applies applicable law policy and procedure.Considersthelongtermimplicationsofactionstodayandadvisesemployeesappropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
• AutonomousSelfmanaging;selfmotivated.Managestimeactivitiesandoutcomeswellsothat progress stays on track. Cleans up after themselves

• HardWorkingIsindustriousaswellasefficient(busyisntthesameasproductive). Canjugglemultiple competing priorities simultaneously without becoming overwhelmed.
• Helpful Nature Offers to help lighten the load for others in times of need. Volunteers rather than waitingto beasked.Understandsthatalmostnooneworksinasilo and needsthehelpofotherstodo their job well; recognizes that by helping others first others will likely reciprocate.
• Naturally Communicates Readily shares information and is comfortable working within a highly collaborativeteam.Communicatesproactively.Understandsthatopencommunicationandthesharingof knowledge is fundamental to the success of the team. Asks for advice and considers it thoughtfully.

• AcceptanceofFeedbackTakesconstructivecriticismwithgraceandmakeimprovementswithout taking it personally or holding grudges. When wrong owns it freely admits mistakes.
• AdaptabilityReadscuesandadaptaccordingly.Adjustsstyleandapproachtoaccommodatethestyles and needs of others. Can anticipate and effectively deescalate potential conflicts.
• Assumes Positive Intent Assume that others are working and taking action with good intentions. They maynothavealltheinformationyetandaskingthoughtfulquestionsandprovidinginformationiscritical to mutual understanding and moving forward with success.
• Assumes theBestAssumethatothersareworkingashardasyouareonthingsthatareasimportantas what you are working on. Just because you dont know what someone does it doesnt mean theyre not doing anything.
• BelievesBelievesintheworkbeingdoneandintheimportanceoftheorganizationsmission.
• CreativeThinkingGoesbeyondtheboundariesofthejobdescriptionwillinglytakesonnewchallenges finds creative solutions rather than always awaiting direct instructions
• EagerEnthusiasticwantingtolearnwantingtocontinueonespersonalandprofessionaldevelopment andexpertise.
• HonestandTransparentDoesnthavehiddenagendas.Doesntplaypeopleagainsteachother. Is authentic and forthright.
• IntegrityHoldsoneselfaccountable;takesresponsibilityforfailuresaswellassuccessesrecognizesthat trust is required to hold a team together.
• MaturityExhibitsprofessionalmaturity;doesntpassthebucktododgeaccountability;doesntengage inpettyofficepoliticsorinappropriatesocialconduct
• NiceAskscaringinterestedquestionsandisagoodlistener.Smilesandisgrateful.Sendsappropriate notes of thanks to others who have helped.Avoid gossip or saying negative things about coworkers. Patient and generous.Make suggestions rather than stating hard and fast opinions.Avoids being negative sarcastic and cynical.
• OptimisticIsfriendlytirelesslycordialpoliteandgenial.Comesintoworkwithagoodattitudeand doesnt bring their own personal little black clouds into the work environment.
• PerspectiveMaintainsasenseofhumorandperspective.Canlaughfirstandforemostatoneself.
• PraisesPublicly;CriticizesPrivatelyWhendealingwithadifficultcoworkersorcustomerspretend your children are watching how the situation ishandled. Goodmanners help keep a coolhead. Gives credit where credit is due.
• RaisestheBar Expectsanddeliversexcellence.Isacreativeproblemsolver.Isproactive.Welcomes input on making things better.Places a high value on learning and getting better
• ReliableDoeswhattheysaytheywilldowhentheysaytheywilldo it. Showsupforwork when expected. Doesnt push the burden of work volume or deadlines to others.
• ResilientIsresilientinthefaceofdauntingchallengesandsetbacks;bouncesbackreadily.
• RespectIsfriendlytirelesslycordialpatientpoliteandgenial.Comesintoworkwithagoodattitude and is ready to help campus employees managers and colleagues through what may be a difficult and overwhelming time for them.
• Responds Promptly When emails and phone messages arent returned in a timely way it sends the messagethattheotherpartyisnotimportant.Respondsevenifjusttoacknowledgereceiptandprovide a timeframe by which the requester can expect a full response.
• SharingSharesinformation.Communicatesproactively.Transmitsknowledge;recognizesthat knowledgeispowerislesseffectivethansharingknowledgeispower.Asksforadviceandconsiders it thoughtfully.
• TeamworkGenuinelyvaluesteamworkandcoworkers;makethemfeelvaluableandimportantby acknowledging what they do well.Doesnt expect from others effort that one is unwilling to do themselves.Finds ways to acknowledge others strong suits.
• WorksthroughIssuesRecognizesthattheworkisaboutsuccessfuloutcomes.Ifthingsarentgoing well outcomes suffer. Is willing to have crucial conversations ifthings arent going well.Doesnt just complain to management does everything possible to remedy the situation directly first.