Job Description
Work type: Full Time Hourly Location: Systems Office - Indianapolis, IN Categories: Business/Accounting/Finance, Office/Clerical General Description of Position: The Billing Specialist, Grants Accounting position performs duties relating to preparing and tracking invoices to agencies for Sponsored Programs, updating and maintaining grant budgets, preparing cost transfer entries, and tracking and reporting grants information. Major Responsibilities: Prepare, document, and submit invoices for Sponsored Program awards per sponsor schedule, including performing a high-level review of budget-to-actual expenditures to ensure that grant expenses are in compliance with award budgets. Monitor invoice payment status and initiate follow up inquires as needed. Communicate effectively with sponsors and other internal and external collaborators regarding invoices, award expenditures, and payments. Prepare and/or enter Journal Entries in the ERP system, including gathering necessary backup documentation that meets College policy and general audit standards. Ensure familiarity with relevant award materials, including contracts, Sponsored Programs forms, budgets, and other relevant materials, in order to ensure the accuracy of budget entries and invoices. Maintain a record of newly opened Sponsored Program awards and a schedule of invoices due, completed and paid for all active awards. Complete and maintain documentation for deposits of check payments received by Systems Office Business Affairs. Initiate Sponsored Programs Board Reports and coordinate with Sponsored Programs Grants Officers to reconcile with their records. Update Agency contact information in the ERP system as needed, including adding/updating agency billing contacts and schedules/events. Apply independent judgement and knowledge of general sponsored programs compliance standards and College policies and procedures in performing all tasks in order to contribute to the overall Sponsored Programs objective to ensure successful submission, award, and management of sponsor grant funding. Assist other Grants Accounting staff as a back up as needed, and serve as a resource to other Sponsored Programs staff in identifying and/or resolving award specific and general questions. Maintain files (electronic and paper) per College policies and procedures. Utilize required project management software and participate in department and College strategic planning sessions as directed. This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards. (A hybrid remote/office schedule will be offered for this position.) SUPERVISION RECEIVED: Director of Grants Accounting SUPERVISION GIVEN: None Minimum Qualifications: Consideration will be given to those with a high school diploma or GED and a minimum of four years’ proven related work experience. Strong math skills and the ability to extract, process and analyze data in Excel using formulas and charts is required. Knowledge and experience with Microsoft Office Suite is necessary. Proficiency using Excel, Outlook and Adobe (creating, combining PDFs) is required. Must have ability to exercise interpersonal skills in establishing and maintaining effective working relationships with college constituents. This position has frequent contact with outside customers (sponsors, agencies, etc.) requiring tact and diplomacy. High quality organizational and problem-solving skills, attention to detail, self-disciplined, and ability to handle a high volume of transactions and work with a team player mentality are essential skills for this position. Must demonstrate ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and which every individual feels respected and valued. Preferred Qualifications: Associate’s Degree in Accounting or other related field and two years’ related experience. Work experience specifically in non-profit or higher education grant accounting. Experience in Banner Finance and/or Workday. Other Requirements: Work Hours: Hiring Range: $38,000 - $45,000 Team Ivy Referral: N/A Special Instructions to Applicants: A hybrid remote/office schedule will be offered for this position. Advertised: 02 Nov 2022 US Eastern Daylight Time Applications close:
