Information Technology - Senior Billing Specialist, Facilities & Campus Operations

Position Summary

The Senior Billing Specialist is responsible for managing and coordinating the billing, invoicing, and financial tracking activities for Facilities and Campus Operations. This position ensures accurate processing, coding, approval, and payment of a high volume of invoices related to campus buildings, maintenance projects, utilities, and operational services. The role serves as a key liaison between Facilities departments, Finance, Procurement, and external vendors to ensure financial compliance, budget accuracy, and timely resolution of outstanding invoices and purchase order issues.

Primary Duties & Responsibilities

Invoice Management & Processing

• Manage and organize large volumes of invoices across multiple campus buildings and units.
• Review invoices for accuracy, completeness, and compliance with university policies and contractual agreements.
• Ensure proper general ledger account coding and departmental charge allocations.
• Route invoices to appropriate department managers and budget owners for approval and follow-up to ensure timely processing.
• Maintain accurate records and supporting documentation.

Purchase Order Management

• Monitor and track open purchase orders (POs) for Facilities and Campus Operations departments.
• Reconcile invoices against purchase orders and contracts to ensure proper authorization and funding availability.

Budget Monitoring & Financial Analysis

• Manage building-level operating budgets to ensure adequate funding is available for planned and ongoing expenditures.
• Review budget balances and spending trends and proactively notify managers of potential funding concerns.
• Assist department leaders in forecasting expenditures and tracking financial performance.
• Generate and maintain budget reports, commitment summaries, and expenditure analyses for Facilities leadership.

Research & Resolution of Outstanding Invoices

• Investigate and resolve outstanding, disputed, or unpaid invoices with vendors, department managers, Procurement, and Accounts Payable.
• Maintain tracking systems to ensure timely resolution of pending financial transactions.

Financial Controls & Compliance

• Ensure compliance with university financial policies, accounting standards, and procurement procedures.
• Recommend process improvements to enhance billing accuracy, efficiency, and financial accountability.
• Assist in developing and maintaining departmental financial procedures and best practices.

Other Duties

• Support other departmental initiatives as assigned by the IT Procurement Manager or Executive Director.

Knowledge, Skills, Abilities & Other Attributes

• Bachelor's degree in Accounting, Finance, Business Administration, or related field.
• Minimum of 5 years of progressively responsible experience in billing, accounts payable, financial operations, or facilities administration.
• Experience managing high-volume invoices and purchase orders in a complex organizational environment.
• Strong understanding of accounting principles, budgeting, and financial reconciliation.
• Proficiency with ERP, financial management, and procurement systems.
• Advanced skills in Microsoft Excel and financial reporting tools.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet strict deadlines.
• Strong analytical and problem-solving skills.
• Ability to independently investigate and resolve complex billing and payment issues.
• Excellent verbal and written communication skills.
• Ability to collaborate effectively with vendors, department leaders, procurement professionals, and accounting personnel.
• Demonstrated ability to manage confidential financial information with discretion.
• Strong customer service orientation and commitment to operational excellence.

Unusual Working Conditions

Must be available to work certain weekends/evenings at various times throughout the year.

Pre-Employment Requirements

All offers of employment are contingent upon satisfactory completion of a background check.