Accounts Receivable Advisor (Financial Services)

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Trent University is actively committed to creating a diverse and inclusive campus community and encourages applications from all qualified candidates. Trent University offers accommodation for applicants with disabilities in its recruitment processes. If you require accommodation during the recruitment process or require an accessible version of a document/publication, please contact Human Resources.

Job Purpose:

The Accounts Receivable Advisor plays a key role in managing external and internal accounts receivable at the university. They are the primary contact for external clients and departments regarding payments and invoicing services. This position requires an in-depth understanding of accounts receivable systems, strong problem-solving skills, and the ability to identify and resolve issues promptly. The Advisor is responsible for monthly reconciliations, year-end audit preparation, and providing guidance on financial data recording.

Additionally, the Advisor supports the Student Accounts team, providing backup for frontline services, processing refunds, handling third-party loans, and ensuring the accurate application of tuition waivers. The position demands strong technical accounting skills and excellent customer service to maintain effective relationships with both internal and external stakeholders.

Key Activities:

External Accounts Receivable and Services

1. Manage external receivable accounts, ensuring timely invoicing payment processing, approval of expenditures assessing credit worthiness and distribution of monthly statements.
2. Conduct monthly analysis of external accounts, generating reports, and addressing surpluses and deficits by collecting outstanding amounts or requisitioning refunds.
3. Reconcile external accounts monthly and at year-end, preparing necessary audit documentation.
4. Utilize knowledge of policies and procedures to record non-tuition revenues and process payments, offering suggestions for improvements and error correction. Responds timely to departmental inquiries about incoming funds.
5. Investigate unallocated payments and maintain accurate records of deposits and payment documentation.
6. Coordinate a centralized invoicing system for external services, ensuring compliance with university policies and tax regulations.
7. Advises on the correct application of taxes for external university sales invoices and deposits for the university.
8. Reconciles external invoicing to the sub-ledger and general ledger.
9. Facilitate electronic payments by third parties, ensuring secure and accurate processing.
10. Streamlines the accounts receivable process, identifying and implementing opportunities to enhance operational efficiency.

Student Accounts – Customer Service

1. Provides back-up support for student accounts on both campuses.
2. Responds to email in times of high-volume inquiries.
3. Comprehensive understanding of student accounts customer service responsibilities to effectively deliver both in-person and online support.

Student Accounts – Transaction Management

1. Handles cashiering tasks, reconciles daily receipts, prepares bank deposits and processes electronic payments for student accounts, research and sponsored accounts.
2. Troubleshoot system to identify and resolve missing, rejected, in-transit, and payment discrepancies related to the e-commerce payment system.
3. Process international refunds with a strong understanding of various payment systems, international banking procedures and the complexities of transferring funds abroad.
4. Performs refunding functions, including entry, audit and requisitioning student payments.
5. Acts as primary contact for MPower to verify invoicing and ensure payment of current and overdue amounts owed to the university. Processes refund requests of MPower funded living expenses and requisitions return of excess funding.
6. Assist student accounts by analyzing accounts and aging reports to identify and rectify posting errors or unallocated payments.
7. Manage the processing of approved tuition waivers each term, ensuring accurate coding, timely documentation and correctness of waiver amounts.

Other

1. Responsible for making revisions and adding new content for student accounts and accounts receivable webpages.
2. Review and reconcile various accounts by identifying and analyzing errors in postings and transaction omissions.
3. Liaise with financial reporting advisors to resolve accounts receivable bank posting issues.
4. Aids in the implementation, maintenance, and optimization of new technologies as they relate to receivables and student accounts.
5. Responsible for documenting all processes and procedures associated with the receivables and student accounts advisor role on shared platform.
6. Engages in ad hoc projects aimed to support continuous improvement within Financial Services.
7. Conducts research on best practices for accounts receivables.
8. Performs other duties as assigned.

Education Required:

Honours University Degree in Business with major in accounting.

Experience/Qualifications Required:

1. Three (3) years’ experience in an accounts receivable environment.
2. Excellent cross-cultural communication skills (verbal and written); ability to communicate information in a clear, consistent and courteous manner.
3. Strong understanding of general ledger and taxes.
4. Extensive knowledge and/or direct experience of the social and academic challenges and needs of students.
5. Demonstrated tact, diplomacy, and objectivity.
6. Proven judgment and discretion in dealing with confidential and sensitive matters.
7. Experience in Customer Service.
8. Proficiency in computer applications including Microsoft Office applications, Adobe Acrobat, and Colleague or similar enterprise systems. Advanced Excel skills.
9. Ability to work under pressure in a high volume, high stress environment.
10. Ability to exercise judgment and confidentiality to handle sensitive data.
11. Strong organizational and interpersonal skills.
12. Ability to share responsibility of managing shared inboxes.
13. Demonstrated knowledge of university regulations, privacy rules as they apply to the public sector, policies, and procedures.

Job Types: Full-time, Permanent

Pay: $66,018.00-$77,944.00 per year

Schedule:

1. Monday to Friday

Work Location: In person

Application deadline: 2025-01-03