The overall purpose of this position is to Provide Tier 1, first level, support for queries involving vendors and IEEE authors using their payment portal. The role is primary responsible for providing support to all parties involved in the invoicing of IEEE’s Article Processing Charges (APC). He/She plays a significant role in assisting with process testing, inquiries regarding accounts receivables, general accounting, tax teams and IEEE editorial systems. He/She acts as a liaison between all parties including vendors and IEEE Marketing, Sales & Design (MSD).
The role typically reports to the Manager, Periodical Manufacturing and Distribution/Reprints and functions as an individual contributor. This position works under general supervision by the Manager Periodicals Manufacturing & Distribution/Reprints. The incumbent is required to act independently and innovatively in solving problems related to publishing article processing charges processes. He/She has no authority for expenditures but able to make day to day technical decisions within the scope of a user query or request. He/She shares the following decisions with IEEE management and staff with respect to help desk issues, providing input for enhancements and improvements to applications and tools. Actions are typically guided by IEEE business interests as well as standard IEEE and departmental policies and procedures.
Monitors entire payment process efficiency and runs analytics for Open Access, Overlength, Voluntary and Color charges
Partners with MSD lead on setup, process, and efficiency of institutional accounts in vendor’s “Agreement Manager” portal and how to structure products
Utilizes the vendor reporting portal; Merges, consolidates, and extracts data and canned reports to build custom reports in the Data Warehouse for various IEEE leads
Participates in user acceptance testing for IEEE editorial system upgrades/enhancements and integration in regards to APC processing
Ensures that inquiries from APC vendor regarding payment processing are answered quickly and thoroughly
Answers queries in partnership with Manager regarding various requests from IEEE societies and internal teams
Analyzes problems or concerns that can cause an impediment to author payments with vendor and provides solutions/recommendations in a timely manner
Formulates an escalation plan for complex issues and notifies all key parties on potential disruptions
Initiates meetings with lead teams and vendor on APC processing
Performs general accounting duties e.g. trial balance and ensuring accuracy of invoice reports
Works with Tax department to make sure invoices are appropriately taxed
Provides training to individuals on a one to one basis, as needed
Creates and enters invoice details in vendor portal for processing, as needed
Works with Accounts Receivables team in ensuring uninitiated transactions are invoiced as well as capturing any bad debt transactions.
Education and Experience:
Bachelor’s degree in related field or equivalent experience
4+ years of data processing experience, emphasis on systems, process and procedures
Skills & Other Requirements:
Working knowledge and/or understanding of Article Processing Charges along with keen knowledge of invoice life cycle
Data entry skills a plus
Must ensure to preserve the confidentiality of the APC invoicing process while working to meet the objectives of the department: APC effective invoicing process with the outsourced vendor.
Must work effectively independently and as part of a team, be able to shift priorities and demonstrate flexibility and professionalism, interacting professionally with colleagues at all levels both within the IEEE and with external customers and vendors
Excellent interpersonal skills;
Outstanding written and verbal communication skills; Ability to communicate effectively in person, over the telephone, and written correspondence is critical to the job
Strong aptitude for problem solving
Excellent customer service skills
Ability to work effectively and efficiently under pressure
Ability to coordinate meetings and support various teams related to APC processing both internal and external
Ability to summarize reporting and provide presentations via power point, WebEx or in-person
Experience with invoicing payment process in a publishing environment
Ability to handle multiple tasks and meet deadlines, along with the ability to work independently, are required
On occasion, must be able to present to groups of up to 20 people
For information on work demands and conditions required for this position, please consult the reference document, “Physical, Mental, and Work Environment Standards for IEEE Positions.” This position is classified under Category I – office positions.
IEEE is an EEO/AAP Employer/Protected Veteran/Disabled
Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.