The Billing Specialistis an accountant on the Business Services team at Vanderbilt University and isa key individual contributor responsible for all internal and external billingactivity for nine Business Services Departments: Campus Dining, Bookstore, CardServices, Mail Services, Printing, Child Care, Credit Union, ImmigrationEmployment Services and Business Services Administration. Reporting directly tothe Assistant Director of Finance, this position requires a basic understandingof accounting fundamentals, great attention to detail, strong communicationskills, and the ability to provide excellent customer service and accuratebilling information to a wide array of constituents across VanderbiltUniversity.
The primary function of this position is to bill all revenue for Vanderbilt's Printing and Catering departments. This involves a working knowledge of the business models for these two departments and a close working relationship with the operations teams in order 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 ready-to-bill by the department, the Billing Specialist determines which billing method is applicable and ensures that the departmental revenue is received in a timely manner.
Internal Billing – At Vanderbilt all charges to departments are processed through the Oracle ICT module and require approval of the Financial Unit Manager of the receiving department. As such, 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.
Grant/Project Billing – All charges billed to grants, contracts, gifts, and endowments are processed 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.
External Billing – Billing for customers who are external to Vanderbilt takes place through the Oracle AR module. The Billing Specialist is responsible for billing the third-parties through Oracle, accounting for incoming cash and credit card payments, and reporting outstanding receivable balances.
In addition to Printing and Catering, the Billing Specialist will perform similar functions on a much smaller scale for other Business Services Departments, including Business Services Administration, Card Services, Mail Services, Dining Administration, and Child Care.
Bookstore Relationship – Vanderbilt's Bookstore is operated by Barnes & Noble, and the third-party contractual relationship is managed by Business Services. The Billing Specialist will be responsible for the accounting of any contractual billing between the two parties, including creating and sending invoices to B&N (for commissions, property taxes, utility bills, and other incidental expenses) and initiating payment for any invoices from B&N (revenue collected via Commodore Card).
Contract Operations – Vanderbilt Dining has several third-party Contract Operators who operate food venues on campus. The billing specialist will be responsible for the accounting of any contractual billing between parties.
The Billing Specialist also assists with purchasing for Business Services departments as a Procurement Requestor.
This position cross-trains with and serves in a backup capacity for other Business Services accounting team members.
Participate in special projects as needed.
Approximatemonthly billing volume by department across all billing types:
Printing – 800 transactions
Catering – 250 transactions
Card Services – 200 transactions
Mail Services – 200 transactions
All others – 20 or fewer transactions
This position does nothave supervisory responsibility; this position reports administratively andfunctionally to Assistant Director of Financial Management.
Profile of an IdealCandidate:
A Bachelor's degree from an accredited institution of higher education is necessary.
A Bachelor's degree with an emphasis in accounting or finance is preferred.
4+ years of accounting experience is necessary.
Skill in Excel and Word applications is necessary.
Time management skills and the ability to work well in a team environment is necessary.
Knowledge of accounting principles and general ledger is necessary.
Previous experience with Oracle ERP is preferred
About Vanderbilt University
Vanderbilt University, located in Nashville, Tennessee, is atop-15 private research university offering a full range of undergraduate, graduateand professional degrees. Vanderbilt is situated on a 330-acre campus near thethriving city center, serving more than 12,000 students and employing almost7,000 faculty and staff. The university'sstudents, staff, and faculty frequently cite Nashville and the surrounding areaas one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place whereyour expertise will be valued, your knowledge expanded, and your abilitieschallenged. It is a place where your diversity is sought and celebrated. Vanderbiltwas recently named as one of ‘America's Best Large Employers’ and the topemployer in Tennessee and the Nashville metropolitan area in 2018(Forbes).
About Vanderbilt Benefits
Vanderbilt University offers acompetitive, flexible benefits package including health, dental, vision, life,accidental death & dismemberment, disability insurance, paid time off, anda 403(b) retirement plan with employer match. Vanderbilt offers tuitionassistance to employees, spouses, and dependent children.
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committedto achieving the goal of a diverse and inclusive academic community of faculty,staff, and students. We seek individuals who are committed to this goal and ourcampus values.
Internal Number: 1900250
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.