Program Representative 1: Billing & Receivables Services

Program Representative 1: Billing & Receivables Services

Oregon State University

Department: University Business Svcs (QCU)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one full-time Program Representative 1: Billing & Receivables Services position for Business Services at Oregon State University (OSU ).

Business Services includes Payroll, Student Finance, and Billings & Receivables Services (BRS ). and is responsible for the proper receipt, expenditure, accounting and financial reporting of funds in accordance with Federal, State, and OSU policies, laws, and regulations, as well as the requirements of various other public and private sources of university funds.

BRS was created to Centralize the non-SIS billing and receivables activities for OSU and oversees the billing of over $30 million of services annually. BRS maintains positive collaborative partnerships with other OSU units in order to ensure accuracy and timeliness in all work; continually document and improve processes and support on-going quality improvement activities; and provide a high level of training and support.

This position will use professional judgment to problem-solve and troubleshoot issues as they arise. All BRS staff are responsible for ensuring the highest level of quality in all work products; create a positive public image for the unit and OSU ; and provide exceptional customer service. Primary to providing customer service, OSU is a collaborative, inclusive and caring community that strives for equity and equal opportunity; creating a welcoming environment to enable success for people from all walks of life; sharing common, fundamental values grounded in justice, civility, and respect.

The purpose of this position is to act as a representative of the BRS office, providing information and services to individuals, staff, and other agencies. This position performs a variety of program services such as: reviewing requests for services; instructing individuals on procedures for compliance with program requirements; and answering correspondence by phone, email, or mail. In addition to helping with billing and receivables programs

This position requires excellent time management skills. The employee must be self- motivated, schedule workflow, and anticipate deadlines. It is expected that this position will be self-directed to learn new university systems, be aware of fiscal policies and procedures, and assist other BRS staff, as well as the staff of the units the BRS serves. All interactions with students, customers, staff, and co-workers will be accomplished in a positive, friendly, and supportive manner.

To be successful in this role the incumbent must:

• Ensure high standards of accuracy and precision and be highly organized.

• Be articulate with excellent verbal and written communication skills.

• Be results oriented, with demonstrated ability to problem solve.

• Have the ability to build and maintain collaborative relationships across a wide stakeholder group.

• Have the ability to prioritize workload and proactively manage expectations in relation to agreed deliverables, even when faced with competing priorities.

• Comply with the systems and standards when dealing with internal and external customers.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS :

• Top 1.4% university in the world

• More research funding than all public universities in Oregon combined

• 1 of 3 land, sea, space and sun grant universities in the U.S.

• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

• 7 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources that offer education, celebration and belonging for everyone

• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

• 35k+ students including more than 2.3k international students and 10k students of color

• 217k+ alumni worldwide

• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a https://hr.oregonstate.edu/benefits/prospective-employee with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

• Free confidential mental health and emotional support services, and counseling resources.

• Retirement savings paid by the university.

• A generous paid leave package, including holidays, vacation and sick leave.

• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

40% BRS representation and service provider Serve as a key contact between the BRS and our units; handle complex and specialized customer advising; make sure that units that BRS supports understand the services provided by BRS and the responsibilities of the units to facilitate these services; ensure that requesters have supplied complete and accurate information; evaluate request for service against BRS requirements and provide guidance for action from requester if requirements are not met. Interpret and explain applicable laws, rules, regulations, and policies (such as the Federal Fair Credit Reporting Act, GAAP , and Uniform Guidance) to participants. Help program participants to document their internal processes. Process documents for billing goods and services for the units served by BRS ; research and resolve any problems that may arise pertaining to billing invoices. Prepare written information for customers interpreting OSU financial policies relative to accounts receivable transactions. Work with participants to improve program effectiveness and implement process changes when needed by identifying and implementing best practices for units in billing and receivables. Help develop and negotiate service level agreements between BRS and the units served clarifying the roles and responsibilities of each. Work with other BRS personnel to assist in standardizing and simplifying processes across units; review documents generated by OSU units such as invoices, statements, revolving charge agreements, and others to identify omission and errors and make suggestions to improve the documents to promote efficiency, accuracy, and compliance. Will make exceptions to policy as appropriate.

Attend billing and accounts receivable (AR) related continuing education programs and training programs offered by OSU to maintain proficiency in billing and accounts receivable related processes. Maintain proficiency in knowledge of OSU policies and procedures. Maintain appropriate files related to billing and AR based upon OSU record retention requirements. Work with unit personnel, OSU Business Services staff, and customers to research and resolve any problems that may arise pertaining to billing journal vouchers, and account reconciliations. Collect and compile internal billing information from customers so that it can be entered by student employees via JV.

Document BRS internal billing processes and cross-train BRS team members on those processes.

45% Billing and AR management Process journal vouchers and other transactions needed to properly record or correct transactions for assigned units across campus. Perform reconciliations related to unit operating ledgers, general ledgers, cash, and revenues to help ensure the accuracy and integrity of unit financial results. Process and track cash receipts and assist with collections.

10% Program Promotion Work with OSU’s customers to explain billing and receivables practices across different units and how to interact with the various OSU units. Develop informational materials and other resources pertaining to the program that can be posted to the BRS website to assist OSU units and external customers to understand the billing and receivables processes at OSU ; monitor and make contributions to OSU listservs to make sure participants are kept up to date on emerging issues in billing and receivables; represent BRS at OSU functions and interact with representatives of other departments.

5% MISCELLANEOUS

• Participate in committees and work groups.

• Provide back up support for co-workers as needed.

• Work on special projects.

• Attend departmental meetings

• Other duties as assigned

What You Will Need

• Strong written and oral communication skills

• Experience providing quality customer service to internal and external customers

• Familiarity with fund accounting and multiple fund types (Education & General Funds (E&G), Auxiliary Enterprise, Service Center, Student Fees, etc.).

• Strong computer skills including experience with Microsoft Office Suite.

• Ability to effectively collaborate with key stakeholders.

• Commitment to contribute to a collaborative and inclusive work environment

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

• Experience preparing accounting transactions (e.g., accounts receivable invoices, accounts payable invoices, journal entries, and statement reconciliations).

• Experience documenting, analyzing, and improving financial and accounting processes.

• Experience with accounting systems in use at OSU , such as Banner, CORE , and OnBase

• Experience with cash handling and reconciliation.

Working Conditions / Work Schedule

Office environment. Pressure to meet deadlines with competing priorities. May involve the need to work hours above the normal business day. This position, with supervisor and/or director approval, is eligible for a remote work schedule or a hybrid (on-site and remote work) work schedule.

Special Instructions to Applicants

To ensure full consideration, applications must be received by 04/22/2025. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE : If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact: Toni Cleland at toni.cleland@oregonstate.edu or 541-737-2257

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit: https://apptrkr.com/6155547

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