Job Summary

Woods Hole Oceanographic Institution (WHOI) is looking for a Supervisor, Accounts Receivable & Billing, to join the Finance Department.

This is a regular, full-time, exempt position, and is eligible for benefits. The Supervisor, Accounts Receivable & Billing will oversee the recording of award billings, drawdowns and collections, ensuring accurate and prompt processing and payment.

Essential Functions

• Supervises aging of accounts receivable, to ensure timely collection of payments.
• Resolve account issues to facilitate collection of outstanding receivables.
• Prepares and oversees monthly contract billing of Government and non-government authorities and granting agencies, as well as ensuring the validity of charges by authorizing invoices.
• Actively bills and collects on Navy, DOE, EPA, NOAA, USGS, and Miscellaneous Federal Contracts as well as Office of Naval Research Grants.
• Supervises and supports Accountant II regarding electronic drawdown of government funds for ONR, NSF, NOAA, NASA, and NIH. Guides internal process & procedure enhancements as required when Government payment platforms are upgraded or change.
• Effectively guides Accountant II and communicates with all Institution departments to ensure compliance to award billing terms and conditions.
• Calculates unbilled Government and non-government accounts and reconciles to general ledger.
• Collaborates with Grants and Contracts Services and all Institution departments concerning budget overruns, final vouchers and costs incurred after completion date of project.
• Prepares accounts receivable quarterly and year end reports for General Accounting and participates in annual audits as required.
• Addresses and corrects any discrepancies in customer accounts or billings.
• Set objectives for the accounts receivable team that align with the Finance & Accounting Goals.
• Support the accounts receivable team daily including training and mentoring.
• Participates with Finance & Accounting department for ERP implementations and upgrades relating to Accounts Receivable.

Non-Essential Functions

• Performs other duties as assigned.

Education & Experience

• Bachelor's Degree Required.
• At least 3-5 years of related accounts receivable and billing experience.
• Must be able to read, understand and decipher complex billing terms and conditions.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Proficient with Microsoft Office Suite such as Excel, Word, PowerPoint and Outlook.
• Proficient with Adobe.
• Thorough understanding of policies and procedures when billing Federal and Non-Federal grants and contracts preferred.

Special Requirements

WHOI has a mandatory COVID-19 vaccination policy in effect, where you must register your full vaccination status [vaccination plus booster] in order to begin your employment. The registration process is confidential and entails submitting your official vaccination records, or requesting to engage in the interactive exemption process for either a medical or religious reason.

Physical Requirements

This position is mostly sedentary, and works with and around others as well as working alone at times. We welcome all to apply to this position.