Accounts Administrator

Description:

Under the general direction of the IT Reports & Collections Manager – Student Accounts, the incumbent assists the Collections Administrator and the Loans Administrator in the collection of overdue fees and loan accounts. Ensures the accurate recording of information into Ellucian Banner, an enterprise resource planning (ERP) system for higher education institutions. Brings to the attention of the Collection Administrator and Loans Administrator, accounts requiring decisions as to the most appropriate action to be taken in the collection of outstanding amounts. Coordinates mailings of letters and statements.

Job description:

• Receives, validates cheque information against Banner account, records and accurately processes cheque payments of various currencies online according to prescribed guidelines and procedures, verifies that cheques are complete and ensure that any discrepancies are followed up on.
• Calculates totals of US and CDN cheques and ensures it balances against cheques being deposited when entering this information on the database.
• Prepares bank deposits and may deposit at the bank when required.
• Reviews lists of students with outstanding balances and creates concise description of communications with students on Banner. Reviews and follow ups on promised post-dated online payments accordingly to the Collection activities schedule. Keeps log of activity and flags accounts for follow up action. Performs similar activity for loans database. Signals potential problem accounts to supervisor based on analysis of information to recommend escalation.
• Responds to student inquiries to Student Accounts department daily as assigned and participates in rotating schedule to assign student emails to staff.
• Reviews the account and reconcile the balance owing, matching payments to fees charged, determining if there are inconsistencies, following up with other departments, if necessary to resolve the issues raised.
• Performs reverse interest or late payment fees according to recommendation of the Collections Administrator and other data entry as required,
• Coordinates mailings of collection letters and loan statements. Responsible for filing of all collection correspondence (indexing).
• Processes payments received from the University’s collection agency to the student fee accounts.
• Applies payments to the appropriate loan contract in Minerva during absence of the Loans Administrator.
• Processes and verifies returned mail and attempts to locate valid addresses, both email and mailing. On a monthly basis reviews and contacts students with no active email address selected from monthly reports. Queries all available information to locate individuals. (Examples: internet searches, consulting with university departments, etc.)

Other Qualifying Skills and Abilities:

• Hands-on experience in operating spreadsheets and accounting and reporting software
• Proficiency in MS Office
• Customer service orientation and negotiation skills
• High degree of accuracy and attention to detail
• Proven ability to calculate, post and manage accounting figures and financial records
• Solid understanding of basic accounting principles
• Maintaining confidentiality and impartiality, the incumbent must be adaptable, assertive, dependable and persistent to successfully negotiate payment arrangements on a file of delinquent accounts.
• Incumbent must have excellent listening and communication skills and employ critical judgement.

• Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.