FBSC Accounts Receivable

Document Sample
FBSC Accounts Receivable Powered By Docstoc
					                                                      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: 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
INCLUSIVENESS:                                                            TEAMWORK:
   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

ADAPTABILITY:                                                            SERVICE-MINDED:
   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

COMMUNICATION:                                                           MOTIVATION:
   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
                                                                                                   TIME, ANNUALIZED

       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

                                                                                             TOTAL              100%

Supervision Received:
    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.

Supervision Given:

       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.

Information Management:

       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.

Work Environment:

       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.

   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
                                                      WORKING CONDITIONS
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