Subscription Fulfillment Financial Administrator - University of Chicago : Job Details

Department

Press Journals Subscription Fulfillment

About the Department

Since its origins in 1890 as one of the three main divisions of the University of Chicago, the University of Chicago Press has embraced as its mission the obligation to disseminate scholarship of the highest standard and to publish serious works that promote education, foster public understanding, and enrich cultural life. Through our books and journals, we seek not only to advance scholarly conversation within and across traditional disciplines but, in keeping with the University of Chicago's experimental tradition, to help define new areas of knowledge and intellectual endeavor.

Job Summary

The Financial Administrator reports to the Subscription Fulfillment and Sales Manager and is responsible for managing payable/receivable transactions in the Press Subscription Fulfillment System, reconciling all payments received to Fulfillment System invoices, and reporting the payments to the University. The Financial Administrator provides timely and accurate financial information to internal and external customers. Responsibility for general financial administration including preparing and recording accounts payable/receivable transactions, billing and collection functions, timely and accurate payment posting, credit/debit reconciliation, refunds, billing cycles and collections of outstanding A/R within established time frames and financial parameters. Prepares customer statements, aging reports, maintains records, and provides other ad hoc reporting for the Subscription Fulfillment and Sales Manager.

Responsibilities

* Prepares, records, verifies, analyzes, and reports accounts payable/receivable transactions. Maintains and reconciles accounts payable/receivable reports. Ensures that transaction entry verification procedures are followed.

* Inputs payments into the Fulfillment system (PUBS) according to business rules set by the department.

* Deposits the paper checks received through the mail according to process set by the Press and the University. Locates and applies payments made by wire/ACH. Generates ROMR (Reports of Money Received) reports and submits them to Shared Services with accompanying relevant documentation (per rules specified by Shared Services). Scans paper checks over to University of Chicago bank account according to procedures developed by the Accounting Director. Destroys deposited checks (with the Accounting Director) according to a process dictated by the bank and the University.

* Oversight of the Remittances queue and the Refunds queue in Salesforce; answers email and closes cases once they are resolved.

* Partners with departmental personnel, external vendors, and the University A/P staff to identify, verify and answer all questions related to payments and accounts payable. Keeps track of and provides documentation such as W-9 and other tax forms to internal and external customers. Interacts with and keeps records of third-party payment portals.

* On monthly basis reconciles PUBS cash batches with the University Oracle system. This ensures that every penny of paid revenue registered in Fulfillment System can be traced back to a deposit.

* Processes refunds (checks, wires, and credit card) out of PUBS according to rules set down by the Press and the University.

* Oversees billing and collection functions for the Journals Division fulfillment department, including timely and accurate payment posting, credit/debit reconciliation, billing cycles and collections of outstanding A/R within established time frames and financial parameters.

* Partner with the Chicago Manual of Style Online team to book deposits and process refunds for that product.

* Troubleshoots billing issues. Prepares customer statements and aging reports.

* Collects, interprets, and performs routine analyses of payables data. Likely to act as an informal resource to associates with less experience.

* Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with guidance and direction from others.

* Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

* Bachelor's degree.

Experience:

* At least 2 years of bookkeeping, financial administration or billing and collection experience.

* Knowledge of the University and its financial processes.

Technical Skills or Knowledge:

* Working knowledge of Microsoft Office Suite, especially Outlook, Excel, Word, and Teams.

* Familiarity with using databases to search for or enter data.

* Basic understanding of bookkeeping principles.

* Basic understanding of Salesforce or similar CRM.

* Working knowledge of bookkeeping transactions, invoicing/billing.

Preferred Competencies

* Aptitude to understand financial administration, invoicing/billing, and collections workflow.

* Respond quickly and appropriately to emails and queries.

* Communicate clearly in writing.

* Ability to solve problems.

* Ability to deal with others with tact and maintain confidentiality.

* Comfortable taking initiative and the ability to work well in a team environment as well as contribute on an individual basis.

* Service-oriented, superior organization, communication, and interpersonal skills.

Working Conditions

* Based in the Chicagoland area.

* Hybrid work arrangement may be considered.

Application Documents

* Resume (Required)

* Cover Letter (Required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

Individual Contributor

FLSA Status

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-###-#### or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.