UFarm Billing Administrator

  • University of Florida
  • United States
  • Apr 30, 2021
Full Time - Continuing

Job Description:

Classification Title:

Fiscal Assistant II

Job Description:

UFarm Billing – 3 Subprocesses

(1) Process all UFarm billing through designated software
Generates and submits “invoice” notification to Principle Investigator (PI) and their respective Unit fiscal administrator for payment. At a minimum, billing will be conducted monthly on the entire portfolio of active UFarm studies. Billing frequency may increase with implementation of myUFL (Peoplesoft) billing module.
Works with PI and Unit to resolve questions and concerns on UFarm invoices. Authorized to take corrective action to revise, refund, or void generated bills.
Ensures access to historical invoices generated for the PI and for the billed Units as well as the payment Units (farms) for the UFarm work.
Ensures that invoices are appropriately adjusted as UFarm rates are refreshed annually as required by UF Controller.
Prepares report(s) in UFarm billing on at least a monthly basis. May be called upon to generate dashboard(s) with statistical information on billing/payments (or other pertinent information).

(2) Chartfield Validation
Reviews Chartfield information provided for budget errors (time and money), follows up with Unit Fiscal/Grant Administrators to ensure accuracy. Works to reconcile and resolve disputes as independently as possible. May also work directly with C&G IFAS Team to adjust grant dates (Funds 201 and 209) to facilitate UFarm invoice payment.

(3) Prepares & Reviews Journals
Ensures accuracy of E2R (Expense to Revenue) journals transferring funds from the Chartfield source to the Research & Education Center (REC)/Station providing the UFarm service. Must be able to work on journals auto generated via billing software along with ad hoc journals that might be needed to correct or augment scheduled transfers.

UFarm Accounts Receivable
Responsible for following up on all past due invoices. Creates helpdesk tickets (or other means) to address any complications in the billing process and follows up on these tickets to assure issues are resolved.
Will ensure RECs (farm sites) are provided payment while we work through the collection via PI/Unit or C&G when a sponsored award is providing payment.

May work with the Dean for Research Finance Director if persistent and untimely responses to collect payment occur for a PI/Unit.

Prepares reports on A/R collection information (aging reports) on at least a monthly basis and reviews with the Finance Manager.

UFarm Billing Communications
Will be expected to participate in responding to UFarmhelp emails via a dedicated address/folder to our IFAS customers (or other suitable means). Must ensure appropriate professional responses and timeliness.
Position is also expected to maintain presence in UFarm Ticketing system (via Cherwell software at UF) to respond to all billing matters associated with UFarm.

UFarm representation
Position will be expected to participate in training that will occur for UFarm. Employee is expected to be able to generate and present their material (as assigned) for such purposes.
Employee may also be called upon to participate with Dean for Research as well as Associate Deans with respect to UFarm matters.
Employee will enjoy close collaboration with the Assistant Director for the Florida Agriculture Experiment Station as they are working with the Farm Managers directly.
Employee is also expected to be an important part of the Dean for Research Financial Team. The individual will be participating in local meetings regarding UFarm and in team meetings that might be broader in scope.

Other duties as assigned -This could include billing at two other locations within the Dean’s reporting structure (Plan Science Research & Education Unit (PSREU) and Ordway Swisher Biological Station (OSBS)) that may have EBAs outside of UFarm.

Expected Salary:

$16.77 - $19.16/hr commensurate with education and experience

Minimum Requirements:

High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.

Preferred Qualifications:

AA degree or higher in accounting/bookkeeping is preferred. Must be detail oriented and customer friendly with prior experience in billing and accounts receivable (A/R)/collections.

Successful candidates must be committed to working with diverse populations.

Special Instructions to Applicants:

In order to be considered, applicants must upload a cover letter and resume

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This is a time-limited position.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Health Assessment Required:No