Research Billing Specialist
The position of Billing Specialist will be responsible for the
billing management of sponsored research projects in the Office of
Research Administration (“ORA”). This is a key member of the
research team and serves as a resource to sponsors, faculty, and
Billing for sponsored research is complex and includes many
different components which requires critical thinking skills in
addition to a strong accounting background. The Billing Specialist
will apply accounting theories and understand generally accepted
accounting principles (“GAAP”) in order to meet the job
requirements and responsibilities.
Essential responsibilities include cash management, billing,
accounts receivables, financial reporting, systems monitoring, and
customer service. The position requires working independently,
ability to research and resolve issues, strategically analyzing
financial reports, and consistently review processes and
procedures, making recommendations for improvements. The position
will be responsible for handling a large amount of data, where
attention to detail and timeliness is essential. A hybrid work
schedule is available.
Research grants/contracts invoicing
Applying and Monitoring Cash Receipts
- Read, comprehend, analyze, and accurately apply sponsor billing
terms and conditions listed in a legal document to complete the
billing set-up in the School’s financial system. The School’s
financial system must be maintained and updated as changes occur to
an individual project.
- Process, review, and submit the monthly, quarterly, and annual
- Navigate through sponsor websites for submitting invoices or
drawing down payments. Comprehend the different types of sponsor
identification numbers to ensure invoices are approved and paid
- Verify that all invoices or requests for payment comply with
the terms and conditions of the agreements. Complete complicated
sponsor required payment remittance forms, that require reconciling
Mines’ chart of accounts with Sponsor predetermined cost
- Review the School’s standard financial system reports for
issues when a bill is not processing.
- Recognize and research if a sponsor short pays an invoice.
Follow-up with the appropriate ORA staff members to ensure the
issue is resolved in a timely manner.
- Work with the Controller’s office when issues arise due to
incorrect balances between the general ledger and sub-ledger
account receivable activity. Research and identify how the issue
occurred and what actions are needed to resolve the concerns.
- Monthly reconciliation of the School’s financial system
unbilled report. Analyze and research any discrepancies, along with
the necessary action to take (if applicable) in order for the
expenses to be billed in the following month.
- Ability to read and interpret standard accounting reports
produced monthly. Ability to use reasoning and judgement to
determine report is accurate and contains no deviations requiring
- Process disbursements to discharge Mines’ financial obligation
to the sponsor (refunds) by reviewing award transaction history,
verifying payments and expenses, and determining reason for refund.
Complete all necessary forms as required and save back-up
- Complete billing review for award closeout by verifying billing
is correct, payment made in full, and there are no unresolved
- Ensure that sponsor contact information is current so that
invoices are sent to the appropriate contact person, email, and/or
address, or required online system.
- Participate in the closeout process of an award by reviewing
that a project has been fully invoiced and fully paid. Resolve any
billing issues that may cause the delay of a closeout. Work in
partnership with the Grant Administrators to accomplish successful
Accounts Receivable Collections
- Daily monitoring and recording of cash receipt transactions
based on source documents, with precision. Researching as necessary
to validate source for award to be credited.
- Recognizing when payment amount being applied is different than
the amount due for an award. Determine what steps need to be taken
to understand if account is financially correct.
- Monthly review of the grant holding account to verify payments
listed are in the process of being posted to the correct
- Maintain proper supporting documentation for each cash
- Communicate to others in a timely manner when a cash receipt
Training and Process Improvement
- Prepare, understand, analyze, review, and research each account
in the Aging Report in regard to collections.
- Determines the most appropriate action to collect amount due in
a timely manner.
Education and Experience:
- Serve as expert in understanding and navigating the Billing
subledger of the School’s financial system.
- Maintain current procedural statements and manuals.
Knowledge, Skills, and Abilities:
- Bachelor’s degree in accounting, finance, business
administration or the equivalent in experience
- 2+ years of experience in accounts receivables, cash receipts,
and account reconciliations
Education and Experience:
- Proficiency at reading and understanding terms and conditions
in a legal document.
- Knowledge and/or demonstrated experience understanding and
using complex federal invoicing websites.
- Proven ability to use spreadsheets, databases, presentation
software, and enterprise financial systems.
- Highly organized and Task-driven
- Billing, Accounts Receivables, Collections knowledge
- Ability to think critically to problem solve
- Excellent communication skills that is professional and
- Customer service-oriented
About Mines & Golden, CO
- Higher education, and/or government accounting experience
- Masters Degree in Accounting and/or Business
- Experience with billing federal agencies
Mines is consistently ranked
among the top engineering colleges
in the United States and ranks number one as the best public school
in the state for best value colleges. Mines is located in the heart
of Golden, Colorado, a western suburb of Denver. The campus
location offers a small-town ambiance with close proximity to all
that the Denver metropolitan area has to offer with an abundance of
cultural events, museums, theaters and sporting venues. An arid
climate and an average 300 days of sunshine per year make the area
an ideal place to live, work and play. We seek individuals who
value a diverse and inclusive community – offering different
perspectives, experiences, and cultures that enrich the educational
and work experience.
Colorado School of Mines is committed to equal opportunity for all
persons. Mines does not discriminate on the basis of age, sex,
gender (including gender identity and gender expression), ancestry,
creed, marital status, race, ethnicity, religion, national origin,
disability, sexual orientation, genetic information, veteran status
or current military service. Further, Mines does not retaliate
against community members for filing complaints regarding or
implicating any of these protected statuses.
Mines’ commitment to nondiscrimination, affirmative action, equal
opportunity and equal access is reflected in the administration of
its policies, procedures, programs and activities and in its
efforts to achieve a diverse student body and workforce.
Through its policies, procedures and resources, Mines complies with
federal law, Colorado state law, administrative regulations,
executive orders and other legal requirements to prevent
discrimination (including harassment or retaliation) within the
Mines campus community and to address potential allegations of
inequity or concerns for safety.
$53,800 - $62,700
Mines takes into consideration a combination of candidate’s
education, training and experience as well as the position’s scope
and complexity, the discretion and latitude required in the role,
work location, and external market and internal value when
determining a salary level for potential new employees.
Mines is proud to provide exceptional benefits that include
pay, health & wellness and work/life balance offerings. Our
portfolio of benefits includes medical, dental, vision, disability
insurance, flexible spending accounts, life insurance, and
retirement savings plans. Additionally, Mines employees are
eligible for tuition benefits (for employees and dependents),
generous paid holidays and leaves and discount programs. For more
information, visit Mines
How to Apply
Applicants will be asked to complete an online application
(personal information, demographic information, references,
veterans status) and upload a resume and cover letter (required).
References will not be contacted until later in the selection
process and you will be informed before that contact is made.
Background Investigation Required
COVID-19 Vaccine Requirement
This position will require documented proof of full COVID-19
vaccination or exemption because of a medical or religious
exclusion. New employees will be required to provide attestation to
their status with proof of vaccination upon hire. Religious and
medical exemptions and reasonable accommodation shall be addressed
as required by law pursuant to the Equal Employment Opportunity
Commission’s vaccination guidance.
Aug 10, 2022 Mountain Daylight Time