Business Services Coordinator

School of Government Services•Chapel Hill, NC

8d•$50,000 - $52,000

About The Position

The primary purpose of this position is to ensure contract compliance through the Accounts Payable and Accounts Receivable functions across System Office divisions. Underlying activities of procurement, billing, invoicing, and vendor management are included in this role. The position works closely with the Business Office Manager and processes accounts payable, accounts receivable, and billing efforts across the System Office and for the shared service business lines. Including but not limited to IT, HR, Advancement, and COO business units. The duties include processing and reconciliation of procurement and contractual processes utilizing financial resources derived from various sources to include state appropriated, contracts and grants, and/or receipt generated. It also includes processing and reconciliation of the annual service catalog billing for assigned Divisions and their business units. The position is responsible for the oversight and execution of invoice tracking, payment tracking and reconciliation, general financial reconciliations, check requests, and various financial processes. Also, the position may assist with audit requirements, financial reporting, grants administration and provide additional Operations Division support such as parking validations and travel. The Operations Division works collaboratively within the System Office to help ensure efficient and cost-effective integration of new technologies and processes to meet the strategic needs of the North Carolina System Office and the common and unique needs of the 17 institutions. The division includes Information Technology, Human Resources, Advancement, and is also charged with managing a centralized business office, an enterprise-wide project portfolio, and a data integration effort that enables the System to better monitor, evaluate, and manage our enterprise. The Operations Support Office works across System Office Divisions to standardize the budgeting, procurement, and finance activities. School of Government Services (SOG Services) assists faculty and staff at the UNC School of Government in carrying out its important mission: to improve the lives of North Carolinians by engaging in practical scholarship that helps public officials and citizens understand and improve state and local government. As a nonprofit organization and an official affiliated entity of the University of North Carolina at Chapel Hill, SOG Services also contributes to advancing UNC-Chapel Hill’s broader mission of academic excellence, research, and public service.

Requirements

Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of training and experience.
Financial Management: Solid understanding of basic bookkeeping and accounts payable/receivable principles which includes monitoring and managing expenses; communicating with departmental contacts and suppliers, and data entry skills. Gathering and compiling data into spreadsheets or databases. The incumbent must be knowledgeable and have performed the function of client billing and maintenance of accounts receivable for income collections.
Planning and Organizing Work: Ability to coordinate the tasks and activities of the business unit, including maintenance and management of records supporting the activities of each business unit. Ability to adopt and contribute to new processes or procedures, both individually and as part of the program planning team, to foster best practices and improve quality of work and workflow.
Problem Solving: Works with internal and external stakeholders to gather information, communicate and facilitate solutions for financial and procurement issues and problems. Serve as a resource to Operations staff in problem resolution and ability to coordinate and facilitate solutions with other work units and stakeholders.
Communication, verbal: Facilitate communication with internal and external stakeholders regarding bookkeeping and process guidelines, contract status and processing updates, and operational guidelines and procedures.
Communication, written: Ability to independently compile, analyze, assimilate, and compose departmental and billing information into varied or non-standard formats with responsibility for content review, accuracy, quality, and timeliness.

Responsibilities

Actively runs the accounts receivable functions throughout the business office.
Aligns invoicing processes to ensure consistent and timely invoicing to vendors.
Tracks vendor payments and revenue.
Follows up with vendors on payment terms and timing.
Performs general reconciliations to ensure payments are received and recorded.
Works with assigned Division staff and vendors to ensure invoicing aligns to executed contract terms.
Validates pricing and payment aligns to contracted terms and expected invoice payment.
Works with purchasing staff on any additional required documentation before submitting invoicing documentation.
Coordinates the management and tracking of executed POs
Works with assigned Division staff, Accounting, and campus staff to coordinate calendar year, fiscal year, quarterly, and off cycle invoicing processes.
Develops and follows the invoicing timeline.
Verify payments align to agreements.
Ensures campus points of contact follow invoicing/payment processes.
Ensures A/R template creation and submission.
Distributes campus invoices and collection of payments.
Coordinates the processing of miscellaneous invoicing.
Assists with parking validation for the Operations Division.
Ensures rent payments for the system office are delivered.
Assists business manager with ad hoc research on contract payments, requests, invoices, and inquiries.
Primary liaison for the Operations Division on travel coordination and reimbursements.
Provides training to Division staff and coordinates travel for Division Vice Presidents when needed.