Job Description
Work type: Full Time Administrative Location: Systems Office - Indianapolis, IN Categories: Administrative/Professional, Business/Accounting/Finance 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 journal entries, and tracking and reporting grants information. Major Responsibilities: Review materials for all newly established awards, including contracts and budget documents, to determine billing and fiscal reporting schedules, identify award-specific invoice templates and support requirements, and ascertain a base understanding of allowable costs and budget modification guidelines. Prepare and submit invoices for Sponsored Programs 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. Extract, analyze and prepare detailed transaction history, and/or invoice support documentation for payroll, procurement, travel, journal entries, payment history, effort certification, and other award transactions as required for attachment to invoices. Maintain a record of all active Sponsored Programs awards and a schedule of invoices due, completed and paid. Proactively communicate with Sponsored Programs Grant Officers to address potential expense issues that might impact timely submission of final invoices. Communicate effectively with internal collaborators such as Sponsored Programs Grant Officers, Project Directors, and campus financial and administrative staff regarding invoices, award expenditures, and payments. Monitor invoice aging and initiate follow up inquires with the external funders and internal collaborators as needed. Prepare and/or initiate cost transfer and budget entries in the ERP system, including gathering necessary backup documentation that meets College policy and general audit standards. Maintain familiarity with relevant award materials, including Sponsored Programs forms, award contracts and subsequent amendments, budgets, and other relevant materials, in order to ensure the accuracy of budget entries and invoices. Deposit checks received by Systems Office Business Affairs using a desktop scanner, and process deposits in the ERP and assemble support and reporting as directed by supervisor. Initiate Sponsored Programs Board Reports and coordinate with Sponsored Programs Grants Officers to reconcile with their records. Update sponsor 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. Stay abreast of changing regulations and best practices for grants management. Actively engage in the development and updating of Grants Accounting standard operating procedures and training materials. Cross train with other Grants Accounting staff and assist as a backup as needed. Serve as a resource to other Sponsored Programs and Business Affairs staff in identifying and/or resolving award specific and general questions, including responding to information requests related to grant monitoring, reviews, and audits. 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. SUPERVISION RECEIVED: Director of Grants Accounting SUPERVISION GIVEN: None Minimum Qualifications: Associate's degree in Finance, Accounting, Business Administration or related field with two or more years of direct experience in billing and budgeting is required. Work experience specifically in non-profit or higher education grant accounting is preferred. 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. Ability to review and understand compliance documents such as award agreements, budgets, and sponsor guidelines is essential. 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: Bachelor's degree in Finance, Accounting, Business Administration or related field and two years grants management or invoice experience. Experience in Banner Finance and/or Workday. Other Requirements: Work Hours: Hiring Range: $50,000 - $52,000 annualized Team Ivy Referral: N/A Special Instructions to Applicants: Advertised: 27 Jan 2023 US Eastern Standard Time Applications close:
