CORNELL UNIVERSITY Date:_01/24/08_
STAFF POSITION DESCRIPTION pp1010/150/15/03
The university job title classification will be determined in accordance with the Position Classification Process.
Please refer to the Guidelines for Preparing the Staff Position Description prior to completing this document
Current Incumbent, if any: Position #: 140283
University Job Title: Accounts Representative IV Pay Band: D
Working Title (if different): CALS BSC Finance Specialist Exempt: Nonexempt: X
Department Name: CALS Business Service Center Dept Code: AG-BSC
Immediate Supervisor’s Name and University Job Title: BSC Director
POSITION SUMMARY, REQUIRED QUALIFICATIONS and PREFERRED QUALIFICATIONS are combined for any associated posting.
POSITION SUMMARY: Explain the purpose for the position and summarize the responsibilities.
As a member of The CALS Business Service Center (BSC) team, work with BSC Director and Finance Team Leaders (FTLs) to
implement and operate the CALS FBSC accounts receivable process. Responsible for processing credit card transactions. This
position also serves as backup for the over $500 procurement card process. Act as interface between central University offices
such as the Cash Management office, College departments, and FTLs. Work with central University offices to ensure accurate use
of all university systems and policies. Work closely with Director and FTLs to resolve transactional problems. Evaluate and
analyze current procedural methods for internal and external billings and provide suggestions for changes. Periodically review
Standard Operating Procedures to ensure that they are up to date and accurate; revise as needed. Participate regularly in
reengineering efforts to improve service delivery. Provide updates on the accounts receivables process which includes printing AR
reports to review with director and team leaders and communicating any issues related to the external billing process.
Communicate any problems to the Director for further investigation.
REQUIRED QUALIFICATIONS: Specify required minimum equivalency for education, experience, skills, information
systems knowledge, etc.
Formal training beyond HS diploma of 6 months to one year.
2-4 years in an office setting. Experience with Cornell policies and procedures in the areas of purchasing, accounting, and
accounts payable preferred.
Experience with computer applications - MS Excel, MS Word, MS Access; FileMaker, etc. preferred .
Knowledge of Cornell on-line systems: Cornell C, APPS, JEMS, BRIO, Eudora (e-mail), Corporate Time (calendaring)
Must have excellent customer service skills and demonstrated ability to communicate with a broad range of people.
Attention to detail and organizational skills are critical.
Able to work quickly, effectively under pressure, use judgment in accomplishing tasks that are urgent or of a sensitive or
confidential nature; balance conflicting priorities, and make decisions from a range of choices while adhering to proper
policies and procedures.
Must be comfortable working in an environment where change in process/procedures is the norm.
PREFERRED QUALIFICATIONS: Specify preferred specialized education, field and/or certifications.
Associate’s Degree (or equivalent experience). Additional year accounting and financial experience preferred.
STAFF SKILLS FOR SUCCESS
Additional essential skill requirements for all Cornell University staff
Shows respect for differences in backgrounds, lifestyles, Builds working relationships to solve problems and achieve
viewpoints, and needs, with regard to ethnicity, gender, creed, and common goals
sexual orientation Demonstrates sensitivity to the needs of others
Promotes cooperation and a welcoming environment for all Offers assistance, support, and feedback to others
Works to understand the perspectives brought by all individuals Works effectively and cooperatively with others
Pursues knowledge of diversity and inclusiveness
Is flexible, open and receptive to new ideas and approaches Is approachable/accessible to others
Adapts to changing priorities, situations and demands Reaches out to be helpful in a timely and responsive manner
Handles multiple tasks and priorities Strives to satisfy one’s external and/or internal customers
Modifies one's preferred way of doing things Is diplomatic, courteous, and welcoming
SELF DEVELOPMENT: STEWARDSHIP:
Enhances personal knowledge, skills, and abilities Demonstrates accountability in all work responsibilities
Anticipates and adapts to technological advances as needed Exercises sound and ethical judgment when acting in behalf of the
Seeks opportunities for continuous learning university
Seeks and acts upon performance feedback Exercises appropriate confidentiality in all aspects or work
Shows commitment to work and to consequences of own actions
Demonstrates the ability to express thoughts clearly, both orally Shows initiative, anticipates needs and takes actions
and in writing Demonstrates innovation, creativity and informed risk-taking
Demonstrates effective listening skills Engages in problem-solving; suggests ways to improve
Shares knowledge and information performance and be more efficient
Asks questions and offers input for positive results Strives to achieve individual, unit, and university goals
RESPONSIBILITIES/ESSENTIAL FUNCTIONS: List the position’s assigned responsibilities and estimate percentage of
annual time spent on each responsibility. Include only the essential functions that are fundamental and necessary to the
APPROXIMATE % OF
Responsible for the External Billing process which includes: 60%
o Meet with departments to discuss invoicing needs
o Set up “accounts receivable” software using department information including
entering billing information and creating invoices.
o Generate invoices and mail to customer. Currently processing for CNAL, Shoals,
and Farm Services/Agricultural Operations.
o Receive and post payments to accounts receivable billing system as they are
received from external clients.
o Perform due diligence on unpaid invoices. Prepare past due notice to send to
customer at 60 + days past due.
o Deposit checks and send payment information to Departments if needed
o Update departments on status of outstanding accounts receivables with copy to FTL
o Generate JEMS for internal billing process based on information from department
o Periodically review Standard Operating Procedures and revise as needed
Process JEMS for internal billings when needed. 5%
Serve as backup for the over $500 Procurement Card process which includes: 15%
o Work with purchaser to obtain information about processing request.
o Make determination about to decide whether to use the over $500 procurement card
or Purchase Order process for over $500 purchases.
Cash Handling 10%
o Prepare cash deposits for CNAL
o Assist departments in setting up lockboxes with the Cash Management office
Responsible for the Credit Card Process which includes: 5%
o Meet with FTLs and departments to discuss their credit card needs
o Set up merchant accounts when needed.
o Send BSC credit card stationary to unit contact indicating criteria necessary to
process credit card payments
o Reconcile credit card payments to Web Financials or BRIO statements
o Process credit card transactions
o Prepare JEMS to clear BSC Merchant Account
Additional responsibilities include: 5%
o Use Web Financials to reconcile over $500 pcard clearing account
o Use Web Financials to reconcile the IT procurement card clearing accounts.
o Evaluate current procedural methods for cash handling, credit card processing,
and the accounts receivable process. Provide suggestions for changes. Analyze
and evaluate current systems.
o Provide backup for Finance Transaction Specialists when there are extended
absences in the Center.
o Participate on special projects when possible
ADDITIONAL COMMENTS: USE EXTRA PAGES IF NECESSARY.
General supervision. Expected to work as a team (collaborating with Finance Transaction Specialists and
Finance Team Leaders) to prioritize and complete tasks in a timely manner – within established standards –
and to assure smooth flow of work between CALS’ departments and the Center. Questionable situations
are referred to Center Director, as applicable/necessary.
The Accounts Receivable Specialist needs to have a good understanding of the university processes for
which they are responsible and be able to explain to customers what the issues are.
Complexity and Scope:
The Accounts Receivable Specialist should understand their colleagues’ and customers’ needs, University
policy and procedures, and Center processes and should also always be looking for ways to re-engineering
processes and/or create, proliferate best practices.
Position can make operational decisions within guidelines of established policies/procedures, but must be
able to make good decisions in unusual circumstances.
Position is accountable for accurately carrying out duties assigned, assuring Center and Center-supported
departments/units are informed/updated on all activities, and ensuring that all University policies and
procedures are followed.
Error can affect any participating department and/or the University, as a whole.
Contacts are within Center, customer departments’ staff, other University staff, multiple University
vendors, and others outside of the University.
Most work is accomplished on a personal computer using application programs (MS Excel, MS Word,
MYOB program) as well as University on-line systems. Position is responsible for assuring that
information entered into on-line systems is accurate and timely so that appropriate management reports can
be developed based on that data. Position is responsible for understanding the relationships between
information so that it can retrieve information as requested.
Normal office conditions. The majority of work is accomplished on a personal computer.
Business Service Centers are fast-paced work environments. The character of the academic departments
often require that work must be prepared quickly and under pressure - often with little advance notice.
Change in work requirements and processes happen quickly.
FOR EACH FACTOR BELOW, CHECK THE PHRASE THAT BEST FITS THE CHARACTERISTICS OF THIS POSITION:
MINIMUM EDUCATION EQUIVALENCY: COMPLEXITY OF WORK / DECISION-MAKING:
High School Diploma Predominantly follows established procedures, practice,
Training 6 months to 1year, technical trade-no degree policy; makes routine decisions within prescribed limits
X Associate’s Degree X Occasionally adapts procedures to resolve unusual cases;
Bachelor’s Degree make some decisions requiring consideration of criteria
Training beyond Bachelor’s, less that Master’s Degree Frequently adapts procedures to resolve questionable cases;
Master’s Degree often makes decisions requiring consideration of criteria
PhD/EdD/JD/ or LLB Occasionally develops practice, suggests policy changes to
MD/DVM resolve difficult cases
MINIMUM JOB-RELATED EXPERIENCE: Often develops practice, assists/influences decisions,
Less than 6 months recommends policy changes to resolve difficult cases and
6 months to 1 year address emerging organizational change
1 to 2 years Regularly develops policy to address organizational change;
X 2 to 3 years regularly makes policy-setting decisions
3 to 4 years SCOPE OF DECISION-MAKING ACTIVITY:
4 to 5 years X Functional area within department or minimal
5 to 7 years student/employee effect
7 but less than 10 years Multiple functional areas with limited student/employee
More than 10 years effect
ACCOUNTABILITY THROUGH SCOPE OF IMPACT: Entire department or moderate student/employee effect
Limited; immediate group/department Several departments or significant student/employee effect
Moderate; beyond the department DIRECTION RECEIVED:
Substantial; beyond college/admin unit Detailed instructions or guided by standard policy/procedure
X Significant; beyond university XGeneral Supervision
INTERACTION WITHIN UNIVERSITY: Very general direction
Receive/provide information Little guidance; considerable latitude for exercising
X Assist others; provide/obtain cooperation judgment and self-direction
Provide guidance/coordinate activities/contribute to SUPPORT SKILLS-WRITING
work groups X Limited writing required
Coordinate major activities/sensitive situations Usually issues standard responses
High level interaction; considerable diversity, highly Frequently writes non-standard responses
sensitive and/or confidential Frequently writes extensive, non-standard responses based on
INTERACTION WITH STUDENTS: specialized knowledge, interpretation of data and/or research
X None to limited SUPPORT SKILLS-COMPUTER
Occasional; provide information Limited use of computers; uses basic communication and
Frequent; provide advice on complex issues or provide time-collection tools
instruction on more complex equipment Uses basic business/technical programs/applications to
INTERACTION OUTSIDE UNIVERSITY: perform responsibilities
Limited Uses a variety of basic and advanced business/technical
X Conduct straightforward business; provide information programs/applications to perform responsibilities involving
Conduct complex business; data management and analysis
provide/receive/analyze/develop guidance and advice X Uses a wide-variety of advanced and complex
Develop/make presentations and negotiate business/technical programs/applications to manage data,
DIRECTING OTHERS: systems, and information technology infrastructure;
X No responsibility for others applies programming skills
Occasional guidance to co-workers Applies advanced programming skills for wide-variety of
Supervises others who perform similar work advanced and complex business/technical
Supervises, assigns and reviews work of others programs/applications to refine/develop systems,
Manages supervisors information technology, and data infrastructures.
Broadly directs managers
ESSENTIAL PHYSICAL REQUIREMENTS* VISUAL HAZARDS
X Typically lifts less than 10 lbs X Normal concentration X Limited exposure
Typically lifts 10 to 20 lbs Close concentration Chemicals/careful use
Typically lifts 20 to 50 lbs Close concentration/manual dexterity Chemicals/safety precautions
Typically lifts more than 50 lbs Acute concentration/eye-hand coordination Highly toxic chemicals