Position Summary:

The Billing/Accounting Specialist is a key individual contributor responsible for all internal and external billing

activity and tax reporting for Vanderbilt University’s Auxiliary Services. Reporting directly to the Assistant Director of Finance, this position requires a basic understanding of accounting fundamentals, great attention to detail, strong communication skills, and the ability to provide excellent customer service and accurate billing information to a wide array of constituents across Vanderbilt University.

Key Functions and Expected Performance: 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 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 for other Auxiliary Services Units, including, Card Services, Mail Services, and Campus Dining. Bookstore Relationship – Vanderbilt’s Bookstore is operated by Barnes & Noble, and the third-party contractual relationship is managed by Auxiliary 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). This position serves as a partner to the university’s tax office and is responsible for all appropriate tax reporting for Auxiliary Services to include, but not limited to, unrelated business income tax (UBIT), liquor- by-the-drink, and any applicable external sales and bookings with Catering, Conferences & Events, and West End Tower. The Billing Specialist also assists with purchasing for Auxiliary Services as a Procurement Requestor. This position cross-trains with and serves in a backup capacity for other Auxiliary Services accounting team members. Participate in special projects as needed.

Approximate monthly 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 Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to Assistant Director of Finance.

Experience and Education:

A Bachelor’s degree from an accredited institution of higher education, or an equivalent combination of education, relevant military experience, and relevant skills, is required. A Bachelor’s degree with an emphasis in accounting is preferred. 2+ years of accounting experience is necessary. 4+ years is preferred. Some experience with tax reporting is preferred. 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 Key Characteristics of a Successful Team Member in this Unit: Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes. Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves Hard-Working – Is industrious as well as efficient (busy isn’t the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed. Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do 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 collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully. General Characteristics of a Successful Vanderbilt University Staff Member: Acceptance of Feedback – Takes constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes. Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts. Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success. Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don’t know what someone does, it doesn’t mean they’re not doing anything. Believes – Believes in the work being done and in the importance of the organization’s mission. Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions Eager – Enthusiastic, wanting to learn, wanting to continue one’s personal and professional development and expertise. Honest and Transparent – Doesn’t have hidden agendas. Doesn’t play people against each other. Is authentic and forthright. Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together. Maturity – Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful. Sends appropriate notes of thanks to others who have helped. Avoid gossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical. Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment. Perspective – Maintains a sense of humor and perspective. Can laugh first and foremost at oneself. Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, “pretend your children are watching” how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due. Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn’t push the burden of work volume or deadlines to others. Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily. Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude 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 aren’t returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response. Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Asks for advice, and considers it thoughtfully. Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well. Doesn’t expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other’s strong suits. Works through Issues – Recognizes that the work is about successful outcomes. If things aren’t going well, outcomes suffer. Is willing to have crucial conversations if things aren’t going well. Doesn’t just complain to management, does everything possible to remedy the situation directly first.