Research Billing System Analyst

Research Billing System Analyst I – State of Colorado, Colorado School of Mines

Colorado School of Mines is a top‑ranked public university solving the grand challenges facing our society, particularly those related to Earth, energy, and the environment. Founded in 1874, Mines is an R‑1 “Very High Activity” research institution and a leading STEM university with a mission to advance knowledge and train the next generation of innovators.

Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.

Mines complies with federal, state, and administrative regulations to prevent discrimination and to address potential allegations of inequality or concerns for safety.

Engineering a world of possibilities. At Mines, the Billing Systems Analyst I is responsible for the billing management of sponsored research projects in the Office of Research Administration (ORA). This key member of the research team serves as a resource to sponsors, faculty and campus administrators. Billing for sponsored research is complex and requires critical thinking combined with a strong accounting background.

The Analyst will apply accounting theories and GAAP to meet the job requirements.

Current work arrangement: hybrid; on‑campus presence is required on a regular basis based on business needs.

• Billing set‑up and modifications
  • Create, amend, and correct billing schedules in the school’s financial system and ORA’s enterprise project tracking system.
  • Assign appropriate invoice types and register sponsor sites for bi‑weekly or monthly drawdowns.
  • Become familiar with sponsor agreement terms, financial systems, and billing procedures.
• Invoicing
  • Process, review, and submit monthly, quarterly, and annual sponsor billing.
  • Navigate sponsor websites, complete remittance forms, and ensure accurate cost allocations using Excel.
  • Retrieve and attach supporting documentation; resolve short‑payments or discrepancies with ORA staff.
  • Perform monthly reconciliation of the school’s unbilled report and correct general ledger miscues.
  • Review award closeouts and ensure all billing and payment issues are resolved.
  • Create and update ad‑hoc reports for tracking and diagnostic analysis.
• Apply Payments
  • Record cash receipt transactions, apply payments accurately, and maintain supporting documentation.
  • Identify misapplied payments and correct audit trails.
  • Verify grant holding account entries and communicate issues promptly.
• Accounts Receivable Collections
  • Analyze aging reports and perform collections to ensure outstanding invoices are paid.
  • Escalate delinquent accounts to the Assistant Director of Post‑Award when necessary.
• Training and Process Improvement
  • Participate in office‑wide process evaluations and propose efficiency improvements.
  • Maintain current procedural statements and manuals.

• Bachelor’s degree in accounting, finance, business administration, or equivalent experience.
• Two or more years of experience in accounts receivables, cash receipts, and reconciliations.
• Proficiency in using federal invoicing websites and reading legal documents.
• Customer service skills and ability to work effectively with diverse sponsor representatives.
• Strong analytical, problem‑solving, and independent judgment abilities.
• Excellent oral and written communication skills.
• Proficiency with spreadsheets, databases, presentation software, and enterprise financial systems.
• Working knowledge of federal research regulations and relevant external guidelines.

• Higher education or government accounting experience.
• Knowledge of GASB and Uniform Guidance.

Colorado School of Mines is committed to compliance with the Americans with Disabilities Act and the ADA Amendments Act of 2008. Reasonable accommodations will be provided during the selection process and throughout employment. Qualified individuals with disabilities or disabled veterans may request accommodations by contacting HR at hr or .

Successful completion of a background investigation is required.

• Seniority level:
  Not Applicable
• Employment type:
  
  Full‑time
• Job function:
  Accounting/Auditing and Finance
• Industry: Government Administration