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Billing Coordinator-CEADM

University of Central Oklahoma
Oklahoma, United States
Salary Not Specified
Posted Date
Nov 8, 2022
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Position Overview:

Performs a variety of clerical accounting tasks in support of the accounting function. Compile and sort invoices and checks. Handles accounts payable duties. Records business transactions. Keys daily worksheets into the general ledger system. Records charges and refunds. Utilizes computer systems to run databases, pay bills and order supplies. Matches invoices to purchase orders or vouchers; performs data entry, recordkeeping, and customer service; and processes financial transactions in support of the accounts payable and/or accounts receivable function. Invoices customers for goods sold or services rendered. Receives and processes numerical data for invoicing purposes. Compiles records of charges, computes and records amounts, and prepares itemized statements, bills, or invoices for bookkeeping purposes and to send to customers. Updates and monitors customers' accounts, files and tracks the status of invoices, reviews aged reports to view outstanding balances, and sends payment reminders to respective customers. Records daily deposits, performs petty cash reconciliation, and write checks from the company's general disbursement account. Performs work under general supervision. Handles basic issues and problems and refers more complex issues to higher-level staff. Possesses beginning working knowledge of subject matter. Typically, non-exempt and does not supervise other staff (but may supervise students). Typically reports to a supervisor or manager.

Department Specific Essential Job Functions:
  • Acts as the point person for all billing related to UCO Events Management and Campus Enterprises Services.
  • Assists with the maintenance, verification, and accuracy of all billing aspects of the events management software and the university-wide financial database.
  • Maintain strong knowledge of university billing procedures and guidelines. Answer questions about processes to offer guidance to other departmental staff.
  • Plans in advance of events to ensure billing can be completed promptly and easily upon the completion of the event.
  • Assist with the deposit paperwork for customer payments. Obtains receipts after the bursar's office deposits the payment in the customer's account.
  • Incorporates all billing documentation from the Events Management Office to generate billing invoices for services provided.
  • Monitor the status of outstanding billing and contact customers regarding past-due accounts.
  • Produces monthly statements of accounts receivable and aging reports.
  • Process monthly billing for a variety of non-event-related customers.
  • Maintains a central and specialized accounting filing system for the department, in a digital format.
  • Make general departmental purchases using a university-issued purchasing card.
  • Gathers and disseminates a wide variety of information about policies and procedures.
  • May handle difficult or sensitive situations requiring good judgmental decisions and discretion.
  • Performs work under general supervision. Handles basic issues and problems and refers more complex issues to higher-level staff.
  • Provides excellent customer service.
  • The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Job Level:

Scope & Impact: This position is an intermediate level position responsible for providing a variety of clerical/administrative support, or manual labor, tasks for an office or department. This position may have minor to moderate impact on operations of multiple work areas.

Communication & Interaction : Routinely answers questions and provides information and data requested by individuals within or outside of work area.

Effective Knowledge: Demonstrates ability to operate independently with intermittent supervision for day-to-day operations.

Problem Solving & Judgement : The job consists of repetitive manual tasks that are covered by specific procedures or close supervision.

Budget Authority: May compile data for budget preparation.

Policy & Procedure Authority: Primarily responsible for applying organizational policies and procedures and/or determining appropriate process to follow.

Reporting Relationships : Generally, supports a manager or director-level leader, or a specific activity or function, and reports to a senior level administrative professional.

Supervisory & Team Leadership Responsibilities : None.

Qualifications Required:

Performs administrative or manual tasks. Typically requires general education or vocational training and 3+ years’ relevant experience in chosen field or equivalent combination of education and experience.

Qualifications Preferred:
  • Ability to understand and review purchases, encumbrances, and vendor invoices.
  • Must possess excellent communication skills, both verbally and in writing, public relations, and organizational skills.
  • Strong computer skills with word processing and spreadsheet experience and computerized information systems used in financial and/or accounting applications including Microsoft Word and Excel, databases, and billing and management software.
  • Account balancing and reconciling skills.
  • Some knowledge of budgeting cost estimating, and fiscal management principles and procedures.
  • Ability to manage resources.
  • Records maintenance and organization skills.
  • Knowledge of office procedures and practices.
  • Excellent customer service skills.
  • Ability to interact professionally with students, customers, and others.
  • Regular attendance, teamwork, initiative, dependability, and promptness.
Will this employee supervise others?


Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

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