Accounting Clerk, Financial Services

Competition ends:  Tuesday, September 22nd at 4:30 pm
Reporting to the Manager, Operations and Student Financial, the Accounting Clerk participates in the collection of unpaid student accounts to minimize financial loss to the University. The incumbent engages in a fair, courteous, and respectful approach to collection activity using a variety of techniques and the selective use of outside collection services. The Accounting Clerk actively pursues students with past-due fees, communicates clearly and concisely to resolve outstanding balances, and demonstrates a calm and patient approach to obtain cooperation in difficult situations.

In addition, the incumbent facilitates the analysis of student accounts alongside the Collections Clerk to advise on account restrictions, recommend de-registration, and place accounts with external collection agencies based on outstanding historical balances.
The Accounting Clerk also supports the Accounts Officer by processing journal entries, performing bank reconciliations, setting up Accounts Receivable balances, processing daily banking payments to accounts, and submitting monthly HST returns. Additionally, the role will be assisting with monthly chargebacks, facilitating monthly and yearly budget entry file processes, and issuing statements for miscellaneous accounts receivables. The Accounting Clerk assists with cheque reconciliation, processing outstanding payments, and managing void cheques and vouchers.

They also serve as coverage by providing back-up support for initial cheque run processing to initiate cheque runs, returned payments, cheque reconciliations, and daily system processing.
Collections & Account Maintenance
Contacts students with aged balances using a variety of collection techniques to minimize financial loss to the University.
Mails statements of accounts, letters of final notice, and engages external collection agencies and credit bureaus on stale-dated accounts.
Creates, maintains, and updates tracking reports, worksheets, and physical account files on aged balances.
Prepares historical analysis reports to illustrate collections and debt-to-equity ratios.
Tracks payment plans and performs follow-ups on defaulted accounts.
Researches delinquent accounts across academic years by reviewing registration billing summaries, add/drop schedules, fee rate tables, grade reports, and residence records to verify fee accuracy.
Advises on account restrictions and recommends accounts for de-registration, write-off, or referral to external collection agencies based on historical analysis.
Monitors student accounts to track and verify that payments are received according to established payment arrangements.
Evaluates and assesses undergraduate and graduate student fees by program of study, academic level, and year of study.
Ministry Count Preparation & Fee Audits
Converts aged balance and registration reports into working spreadsheets to analyze and sort student accounts by category.
Identifies enrolled students with unpaid first installments and identifies registered non-attending students to ensure accurate records for the Registrar during the annual Ministry Count.
Assesses installment and late service fees during account reviews and documents communications with delinquent students.
Advises non-attending students on official withdrawal procedures and fee appeal processes.
Contacts students directly to confirm attendance, request overdue payments, or establish payment plans to prevent de-registration.
Cross-references course drops against refund schedules, Registration Billing Summaries (RGBS), and Registrar documentation to recalculate fees and adjust accounts accordingly.
Audits second-term accounts, specialized program fee schedules, and Envision courses to ensure correct incidental, material, and course fee assessments.
Prints statements of accounts and registration summaries, manually records dropped dates and adjustments, and compiles physical binder records for historical reference.
Submits completed research, paper files, documentation, and final reports on unpaid accounts to the Student Fees Coordinator for review and final determination.
Accounts Officer Support & Fee System Maintenance
Provides operational coverage and support for the Accounts Officer by processing journal entries, performing bank reconciliations, establishing Accounts Receivable balances, and processing daily banking payments to student accounts.
Submits monthly Harmonized Sales Tax (HST) returns and handles other…