Position No. Job Title Supervisor s Position Financial Code. S ( enior Finance Officer ????

Transcription

1 1. IDENTIFICATION Position No. Job Title Supervisor s Position Financial Code Accounts Receivable Officer S ( enior Finance Officer ???? ) Department Division/Regio n Community Location Nunavut Housing Corp oration Iqaluit Iqaluit 2. PURPOSE Main reason why the position exists, within what context and what the overall end result is. Reporting to the Senior Finance Officer, the Accounts Receivable Officer is responsible to maintain the Nunavut Housing Corporation s (NHC) accounts receivable, monitor receipt of customer payments and prepare general ledger account summaries, in accordance with generally accepted accounting principles and practices and the Financial Administration Manual (FAM), in order to collect all revenue due to the Corporation and to perform all financial duties accurately and in a timely manner. The Account Receivable Officer provides financial support to the three (3) District Offices and prompt client services. 3. SCOPE Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the public directly or indirectly. How does the position impact those groups/individuals, the organization and/or budgets? What is the magnitude of that impact? The position is located in the Corporate Services - Finance Division of the NHC Directorate Office in Iqaluit, Nunavut. The duties of the position have a financial impact on all of the NHC s Divisions and Districts, the Government of Nunavut (GN), Federal Departments, contracts and other individual clients. The Account Receivable Officer will represent the NHC with the intention of always maintaining a good image and improve public relations with the customer and clients of the NHC. Being part of a team of three (3), this position is required to be across trained in data entry & accounts payable. The Accounts Receivable Officer must ensure all accounting and financial processes are performed under the guidance of generally accepted accounting principles, the FAA, FAM, NEU Collective Agreement and all other applicable legislation, policies and procedures. Date modified: 4-Apr-18 Page 1 of 5

2 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. The Accounts Receivable Officer is responsible to maintain adequate control of all revenues in excess of 180 million/year in order to collect all money due to the NHC by: Verifying requests for invoices, debit & credit notes from District Offices; Processing requests after resolving any discrepancies; Preparing receipts to be applied to customer accounts; Performing monthly reconciliations of receivable general ledger accounts and investigating and resolving any anomalies with the District offices; Following up on delinquent accounts by written correspondence, telephone and personal contact, when required; Maintaining a professional decorum while dealing with clients & customers; Initiating archiving of all account receivable material in accordance with the Record Management Policy & the Archives Act; and Preparing all accounts receivable documents for relocation to the Record Management division of Community Government & Services (CGS). The Accounts Receivable Officer is responsible to provide administrative support to the Finance Division in areas of accounts payable, data entry, filing and assisting the Senior Finance officer on special projects by: Providing feedback and recommending revisions to the collection policy; Examining and sending inquiries on short payments and taking appropriate action; Initiating actions weekly Accounts Receivable reports and identifying any anomalies; Mailing statements adding notes regarding collection; Applying cash receipts to customer accounts in Accounts Receivable; and Printing and filing reports and supporting documentation. The Accounts Receivable Officer is responsible to check each transaction for validity and ensure compliance with the Financial Administration Manual by: Assisting in the development and implementation of changes to procedures to improve operations; Conducting investigative work and problem solving to customer accounts; Identifying issues and taking appropriate action; Providing training, guidance and advice to district staff on accounts receivable and reconciliation procedures; and Providing back up support to Accounts Payable Finance Officer, Data Entry Clerk and related areas. The Accounts Receivable Officer preforms collection duties for the Directorate, HQ and 3 District Offices by: Maintaining a collection workbook with all outstanding invoices, recording and tracking all customer activity; Mailing notice collection letters to customers on delinquent accounts and ing Local Housing Authorities and businesses collection letters every 60 days; Attempting contact two weeks after collection letter have been sent via telephone; Following up with reminders on a bi-weekly basis; Notifying Supervisor and Manager, Staff Housing, regarding any Memorandums of Understanding invoices that are not being paid in a timely manner; Record returned collection letters in an excel workbook and contact last known employers with forwarding addresses; Discussing payment plan options such as payroll deduction, wire transfer, cash and cheque; Forwarding applicable files to the Manager, Mortgages and Collections for possible referable to a collection agency when applicable; and Identifying any invoices older than 7 years and report to Manager, Financial Services for review Date modified: 4-Apr-18 Page 2 of 5

3 Other related duties as required: Providing administrative support to the Corporate Services Finance Division in areas of accounts payable, data entry, filing and assisting the Senior Finance Officer; Preparing Journal Documents to record mortgages in Free Balance; Conducting investigation work with regards to customer accounts; and Fulfilling requests for purchase orders. Date modified: 4-Apr-18 Page 3 of 5

4 5. KNOWLEDGE, SKILLS AND ABILITIES Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measurable behaviors and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. Knowledge of accounting principles; Knowledge of internal control and practices; Knowledge of Financial Administration Manual would be considered an asset; Knowledge of Records Management would be considered an asset; Knowledge of the Accounts Receivable processes include: billing, cash receipts, collection procedures, and client correspondence; The skills and ability to manage time and establish daily priorities and the ability to work well with others in an office setting; Working knowledge of Microsoft Suite Word, Excel and Outlook; The skills and ability to produce complex spread sheets that represent the proper manipulation of raw data to produce comprehensive reports; The skills and ability to communicate effectively both orally and in writing are necessary to interact with customers & clients and to assist other members in the department; The ability to understand and operate a computerized financial accounting system (e.g. FreeBalance) would be considered an asset; Fluency to communicate in two (2) or more in Nunavut s official language would be considered an asset; The ability to perform all duties with due diligence in this position of trust. This level of knowledge is normally acquired through the completion of high school and 3 years accounting experience. 6. WORKING CONDITIONS List the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent. Express frequency, duration and intensity of each occurrence in measurable time (e.g. every day, two or three times a week, 5 hours a day). Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue or physical stress. The job requires sitting in one location much of the time in a comfortable indoor environment. There is some standing and lifting or carrying of light material. Environmental Conditions Indicate the nature of adverse environmental conditions to which the jobholder is exposed, and the frequency and duration of exposures. Include conditions that increase the risk of accident, ill health, or physical discomfort. The environment is generally controlled and comfortable with very remote possibility of accident or ill health. Date modified: 4-Apr-18 Page 4 of 5

5 Sensory Demands Indicate the nature of demands on the jobholder s senses. These demands can be in the form of making judgments to discern something through touch, smell, sight, and/or hearing. It may include concentrated levels of attention to details though one or more of the incumbents senses. The incumbent spends most of the time in front of a computer. Dealing with telephone inquiries on a daily basis especially from Corporation clients requires the incumbent to be very attentive. Mental Demands Indicate conditions within the job that may lead to mental or emotional fatigue that would increase the risk of such things as tension or anxiety. The mental pressure becomes pronounced on occasions, to meet weekly, monthly and year end deadlines and manage heavier workloads. Tact and diplomacy is required in dealing with Corporate clients. 7. CERTIFICATION Employee Signature Supervisor Title Printed Name Supervisor Signature Date: I certify that I have read and understand the responsibilities assigned to this position. Date I certify that this job description is an accurate description of the responsibilities assigned to the position. President & CEO Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. Date modified: 4-Apr-18 Page 5 of 5