Job Description

Position Details

Position Information

Position Title Accounts Receivable Clerk
Posting Number 02093SA
Location New Westminster Campus
Grade or Pay Level A - Pay Band 10
Salary Range $49,505 annually (with wage increments to a max of $ 55,020 annually) Salary and wages increments accordance with the collective agreement.
Position Type Support Staff - Regular
Posting Type Internal/External
Regular/Temporary Regular
Employment Type Full-Time
Posting Category Staff
Start Date 02/05/2024
End Date
Day of the Week Mondays, Tuesdays, Wednesdays, Thursdays, Fridays
Shift N/A
Work Arrangements

This regular full-time (35 hours per week) position is available starting February 5, 2024. Regular hours of work are Monday to Friday 8:30am - 4:00pm. Shift days and times may change depending on the Department\'s need. Occasional evening and/or weekend work may be required. The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at the Coquitlam campus. Douglas College is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered, subject to the terms of the College\'s Work From Home Policy.
What Douglas Offers

DO what you love. Be good at it. That\'s how Douglas College defines a great career. It\'s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC\'s Top Employers. We love what we do. And we\'re looking for passionate, motivated people to join us in making one of Canada\'s best colleges even better.
The Role

Responsible for ensuring that all forms of payment are received, documented, recorded and deposited. Monitors all outstanding receivables (student accounts and external invoices) and verifies that they are pursued in accordance with established guidelines. Provides general accounting support by account review, verification and reconciliation. Reviews account information regarding student refunds, including evaluating and processing a variety of requests. Processes internal requests for special projects, deferral of fees and miscellaneous charges. Responds to inquiries from the College community on appropriate Accounts Receivable processes and procedures, including supporting trouble shooting and problem solving. Provides exceptional client centred service to all stakeholders.
Responsibilities

1. Receives and processes all forms of payment for Domestic and International student tuition and fees.
a. Responsible for performing three different daily batch processes to apply payment files from National Student Loans, HSBC online bill payments, and Flywire Payments directly to student accounts.
b. Responsible for daily reconciliation of Moneris (credit/debit cards) and Education Planner (Eigen) payments, ensuring that adjustments are entered for reconciliation purposes.
c. Ensures that all payments are applied correctly within the Banner Enterprise Resource Planning (ERP) system through reconciliation of supporting documents to ensure Banner ERP sessions are in balance and payments are applied to the correct student account.
d. Prepares reconciliation and variance analysis to identify discrepancies on student accounts such as overpayments or incorrect term payments. Follows up with departments such as Enrolment Services or Douglas International for discrepancy resolution.
e. Responsible for communicating with departments and students in order to resolve issues and provide informational support on student account statuses and fee payment procedures.
2. Oversees credit and Continuing Education student sponsorship contracts.
a. Reviews and verifies sponsorship documents for accuracy and completeness.
b. Follows up with sponsors and/or students in a timely manner to obtain missing information when documentation is incomplete.
c. Sets up sponsorship contract data in the Banner ERP system for both the student and the sponsor.
d. Accesses the Bookstore Winprism ERP system to set up the Bookstore account for the sponsored student.
e. Generates and prepares sponsorship invoices and communicates with the sponsor the payment details.
f. Works closely in consultation with Indigenous Student Services and Continuing Education departments to ensure sponsorship arrangements are in place.
g. Applies cheque payments for sponsorship invoices in the Banner ERP system creating a deposit session; cheques are deposited to the bank through the online remote deposit capture system (RDC).
h. Maintains supporting documentation for all sponsorship contracts and invoices.
3. Reviews and analyzes student accounts for refund eligibility.
a. Reviews student account records in the Banner ERP system to identify students with credit balances.
b. Coordinates with Douglas International on International student account transactions (deferrals, non-refundable deposits, Flywire refunds, third party refunds).
c. Coordinates refunds with Enrolment Services for domestic students who have received external financial support.
d. Supports College departments with respect to refund enquiries and troubleshooting for student refunds as well as communicating directly with students with specific enquires.
e. Ensures all applicable backup for refund requests is stored in a central filing system.
f. Refers refund requests to the Accounts Payable team for payment and follows up with student enquiries regarding lost or missing cheques.
4. Monitors student accounts for outstanding fees.
a. Generates daily non-compliance reports and reviews outstanding accounts for the appropriate application of waivers, late payment charges and the release of financial holds.
b. Ensures communication and follow up via phone call, letters and email to request payment with each individual student with outstanding balances.
c. Assists College departments with outstanding account enquiries received from the student and provides account analysis and guidance for the department in communicating with the student.
d. Maintains detailed documentation and records of all communication with students relating to their outstanding accounts.
e. Generates a detailed student file for transmission to the collection agency in accordance with established practices.
f. Responsible for monthly reconciliation of external collection agency statements with payments and changes to student accounts.
5. Coordinates miscellaneous accounts receivable invoicing.
a. Reviews and verifies departmental billing advices for accuracy and completeness.
b. Follows up with departments in a timely manner to obtain missing information when documentation is incomplete.
c. Sets up billing advice data in the Banner ERP system to generate invoices and distributes invoices to the customer.
d. Applies payments for invoices in the Banner ERP system creating a deposit session; cheques are deposited to the bank through the online remote deposit capture system (RDC); credit card payment transactions are processed through Moneris point-of-sale (POS) machines; electronic deposits are received in the bank and recorded on the customer account.
e. Monitors customer accounts daily and follows up directly with the customer on past due invoices.
6. Generates and reviews all banking deposit sessions.
a. Monitors and tracks all banking deposit sessions generated by College departments for accurate reconciliation to the bank.
b. Reviews submitted documentation from other College departments for accuracy and completeness and follows up regarding any discrepancies.
c. Uses the College\'s FAST system (journal voucher module) to generate journal vouchers to post banking deposits to the appropriate general ledger.
d. When applicable, deposits cheques to the bank through the online remote deposit capture system (RDC).
e. Logs and files Banner ERP sessions for audit purposes in the Finance department\'s electronic files.
7. Provides general accounting support.
a. Monitors, reviews and reconciles various receivable accounts monthly, which includes revenue accounts as required up to and including year-end working papers.
b. Monitors the various generic email addresses used for submitting requests to accounts receivable and takes action accordingly.
c. Offers in-person, telephone and virtual support for enquiries relating to accounts receivable.
d. Participates in quarterly and annual testing of the Banner ERP system and/or other software system upgrades.
e. Performs other related duties as required.
8. Performs other related duties such as:
a. Participates in training of new AR positions.

To Be Successful in this Role You Will Need

• Completion of a one-year related program at a recognized post-secondary institution with a minimum of two (2) years related work experience or an equivalent combination of education and experience.

• Minimum one-year experience using a major ERP accounting system.
• Proven experience with accounts receivable and cash management processes and procedures using generally accepted accounting principles at an intermediate level.
• Proven ability to communicate the financial impact of transactions and processes.
• Demonstrated experience in meeting multiple and conflicting deadlines.
• Excellent written and verbal communication and interpersonal skills.

• A proven ability to:

• Keyboard at 45 w.p.m. and enter data accurately at an intermediate level;
• work independently with minimal supervision;
• plan and organize high volumes of work in order to meet deadlines
• sit at a computer workstation while handling a variety of Accounts Receivable tasks (both physical and electronic materials) for extended periods of time;
• develop, establish and maintain good working relationships, i.e. be an effective team member;
• use computer applications such as Banner, FAST, the Microsoft Office suite, and Adobe Creative cloud;
• troubleshoot equipment, software, computers, printers, and multi-functional devices;
• interact effectively and tactfully with stakeholders;
• exercise sound judgment in applying knowledge while working independently;
• maintain a high degree of confidentiality
• A demonstrated knowledge of:

• generally accepted accounting principles;
• general ledger and account coding;
• principles of internal controls and ability to support financial policies, regulations and systems;
• FIPPA legislation and compliance as it relates to position responsibilities;
• payment Card Industry compliance and guidelines.

Link to Full Position Profile
Equity Statement

Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 01/10/2024
Close Date
Open Until Filled No
Special Instructions to Applicant
Quick Link for Direct Access to Posting

Douglas College