Billing Coordinator

Billing Coordinator

The Office of Business, Hospitality and Auxiliary Services (BHAS) leads the University's foundational business services and is one of the many units under Finance and Operations. BHAS performs critical services to ensure our students, staff, faculty, and visitors have an exceptional experience on campus, including:

• All residence halls and University-owned leased apartments
• 36 dining locations across campus
• Hospitality services, including camps and conferences, the University Club, and Heinz Memorial Chapel
• University Logistics, including student and campus mail, surplus property, campus printing, and moving services
• Campus Mobility, including parking lots and garages, campus shuttles, and commuting opportunities
• Panther Central – the University's one-stop shop for all campus needs including Pitt IDs
• Campus retail operations, including three on-campus stores - The University Store on Fifth, Maggie & Stella's Cards & Gifts, and The Pitt Shop

Job Summary: Reconciles invoices. Handles status inquiries for payment and paperwork tracking. Maintains and utilizes University financial and purchasing system.

Essential Functions: BHAS is seeking a Billing Coordinator to assist with various financial functions for our Retail & Logistics division, which includes the following departments: University Store on Fifth, Maggie & Stella's Cards & Gifts, The Pitt Shop, Copy Cat, Student Mail Services, Campus Mail Services, Moving and Receiving Services, and Surplus Property. Essential duties associated with this role include, but are not limited to:

• Process daily cash report entries for The University Store on Fifth, The Pitt Shop, Maggie & Stella's, and Surplus Property
• Assist the financial team with weekly bank deposits and monthly reconciliation entries
• Assist with purchase order creation and interdepartmental charges (IDC)
• Allocate, pay, track, and reconcile all incoming and outgoing invoices, ensuring timeliness, accuracy, and adherence to policies, procedures, and regulations
• Analyze accounts, generate statements, and prepare journal entries as needed
• Manage postage due data entry and coordinate with departments to obtain University account numbers; bill monthly
• Process First Class Mail monthly billing
• Assist the financial team with processing invoices, including maintaining a spreadsheet tracking invoices paid and IDC departments serviced
• Coordinate with internal and external stakeholders to resolve payment discrepancies and adjust accordingly
• Respond to inquiries related to the status and tracking of payments and records
• Maintain and update databases, spreadsheets, files, reports, and a detailed ledger of transactions

Physical Effort: Ability to perform essential job functions with or without reasonable accommodation, which may include activities such as sitting, standing, walking, and occasional lifting or carrying of items up to 20 lbs.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Assignment Category: Full-time regular

Job Classification: Staff.Accounts Payable & Receivable Assistant

Job Family: Finance & Procurement

Job Sub-Family: Accounting & Financial Reporting

Campus: Pittsburgh

Minimum Education Level Required: High School Diploma/GED

Minimum Years of Experience Required: No experience required

Will this position accept substitution in lieu of education or experience? Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule: Monday - Friday, 7:00am - 3:30pm

Work Arrangement: Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range: $17.50 per hour

Relocation Offered: No

Visa Sponsorship Provided: No

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: Not Applicable

Required Documents: Resume

Optional Documents: Cover Letter