Portfolio Analyst

Accountabilities

This role is responsible for managing federal accounts including receivable balances, invoice submission, collection functions, account reconciliation, problem resolution.

Specific Responsibilities

• Work closely with other departments including Contracting, Credit, Billing, Database, Asset Management, and Accounts Receivable areas to identify and resolve issues affecting timely account payment.
• Possess the ability to develop and foster business relationships with internal and external stakeholders.
• Work with government customer contacts including Accounting, Pharmacists, Contract Representatives, and Contracting officers.
• Collaborate with other departments as needed for information or resolution.
• Invoice Submission - Most federal invoices require electronic submission within the respective web portals.
• DOD - submitted in ECAT or WAWF within the PIEE portal
• Veteran Affairs - submitted in Tungsten Portal
• Public Health - is submitted in the IPP portal if the contract is loaded, if not emailed.
• Bureau of Prisons - managed through a 3rd party and handled as a large project.
• Manual invoice(s) create & send following our Sarbanes-Oxley Act (SOX) protocol
• Review Government Invoicing Terms
• Verify period of performance dates are correct
• Verify that the funded amount matched the items and number of months
• Verify we can follow and comply with the invoicing requirements
• Collections - Contact customers, communicating in a positive & friendly manner, via phone, email or formal letters as needed to collect payments in accordance with due dates,
• Manage Open Account Receivable balances identifying aging items, a skipped month, or patterns
• Notify management as an issues age, become more complex, or requires assistance
• Timely follow up on past due balances and payment arrangements
• Properly document collection efforts & status reporting; high level monthly reports provide status & path to resolution to upper management, daily aging reports provide details of the recent efforts
• Identify issues attributing to account delinquency
• Escalate delinquent accounts as per the escalation protocol
• Collaborate closely with other teams as needed
• Work with Database/Asset Management, etc., to correct entry errors and correct invoice(s) accordingly
• - and follow up on the status of Term Begin Date Adjustments, Return Material Authorizations, Cancelled Sales Orders, and Reverse Billing Not Live Items.
• Research Operational issues with field personnel
• Reconciliations – Perform Contract/PO reconciliation which could be one contract or all active contracts for on a specific customer.
• Review Contract funding and line breakdown
• Review the All-Units Report showing the customer footprint
• Review the Submitted invoices
• Review the quotes including pricing, configuration, and quantities
• Review payments received and how they were posted
• Analyze and identify discrepancies

Qualifications

• Bachelor’s degree or 3+ years in collections or account reconciliation (preferred), preferably in a manufacturing environment.
• Strong interpersonal skills, customer service orientated, persistent, analytical & critical thinking skills, patient in stressful situations, reconciliation skills, working knowledge of spreadsheets (Excel) and word processing, excellent follow through; strong verbal & written skills; familiarity with computerized accounting / accounts receivable systems.
• Flexible prioritization while managing competing projects, deadlines, and daily responsibilities, make decisions under pressure, work extended hours, and work effectively in a team environment.
• Ability to work in a demanding fast-paced work environment with continual shifting priorities; and collaborate with multiple teams. Very limited travel.

Key Competencies

• Business Acumen
• Partnership and customer focus
• Accountability
• Work across functions and teams (matrix environment)
• Delivering under pressure
• Strive for continuous improvement
• Analytical and Problem solving orientated