Payment Processing/Receivables Clerk (PT) (Temporary Part Time for approximately 12 months)
Perks & Benefits:
Location:
Kitchener, ON
Payment Processing/Receivables Clerk (PT)
(Temporary Part Time for approximately 12 months)
Competition Number
2024-353
Job Code
1113
Posting Date
August 14, 2024
Closing Date
August 27, 2024 (at 6:00pm)
Job Status
Temporary Part-Time
The City of Kitchener is a vibrant and dynamic city of approximately 270,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.
The City of Kitchener is WHERE you want to work! Learn more about the top reasons to join us:
Why work at the City of Kitchener
Position Overview:
Receives, sorts, and distributes incoming mail and faxes for Revenue, Financial Operations, and Financial Planning and Reporting divisions. Prepares and processes night box deposits including utility, tax, parking, and finance payments. Organizes and electronically stores Revenue Division documents using Laserfiche system. Verifies and posts invoice entries for all miscellaneous City revenue through computerized SAP system. Maintains accounts receivable customer database in SAP. Posts cash receipts and processes pre-authorized customer payment files for finance payments.
Responsibilities:
- Receives, sorts, and distributes incoming mail and faxes for Revenue, Financial Operations, and Financial Planning and Reporting divisions.
- Retrieves, sorts, and opens contents of night deposit boxes.
- Separates and processes post-dated cheques. Organizes and files post-dated cheques according to established procedures.
- Processes tax and utility payments using the Payment Processor equipment.
- Processes Parking Fines & Finance Invoice division payments using cashiering system.
- Reviews final billed accounts with credit balances and updates or corrects associated refund transactions for review and posting.
- Organizes and electronically stores Revenue division documents using Laserfiche system. Scans, indexes, and stores documents (approximately 20,000 documents annually).
- Arranges and prepares files for transfer to Records Management using Records 365 and follows established procedures and guidelines.
- Prepares packages for courier service as requested by Revenue division staff. Requests and forwards affidavits from vendors in order to meet US Custom shipping requirements.
- Posts and prints invoices/credit memos, ensuring correct user department phone number is entered and verifies invoices print as expected.
- Creates new customer profiles on request, upon verifying that customer does not currently exist. Maintains accurate records by updating customer information as requested.
- Maintains accounts receivable customer database, ensuring that each customer has correct settings (e.g., payment terms, interest rates, collection procedures).
- Reconciles and uploads large volume invoicing files from other City departments, posts in SAP.
- Processes and reconciles payments received through file transfers from CLASS payment system, posts in SAP. Verifies totals to ensure all data has been transmitted properly and investigates discrepancies.
- For Parking coordinates NSF returned cheques through SAP; research account information via the Internet, as applicable; creates journal voucher entries to adjust accounting records; and reverses payments to correct balance on account.
- Research account information for cheques received with no supporting documentation (e.g., common last names, missing account numbers, third-party payments, partial payments). Determines which customer and invoice is outstanding in order to process payment. Contacts customers for details, as required.
- Processes pre-authorized customer payment files for finance payments.
- Provides ongoing support to users requiring assistance with regard to entering invoice/credit memo data, including developing training materials.
- Performs other related duties as assigned.
Requirements:
- Minimum Grade 12 diploma plus up to 1 year of additional related post-secondary courses (e.g., accounting, bookkeeping).
- Minimum 6 months of related experience.
- Knowledge and understanding of general office procedures and accounting principles in order to understand processes involved in running an accounts receivable system.
- Mathematical, keyboarding, and organizational skills to provide effective mail and clerical service.
- Proficient in the use of a computer with the ability to use software programs such as Microsoft Office and Outlook, SAP.
- Communication and conflict management skills to assist other City staff regarding invoices and computerized system, and to assist the general public regarding billing inquiries and complaints.
- Ability to input information accurately and efficiently to a computer.
- Ability to perform multiple tasks while meeting strict deadlines.
- Ability to problem solve.
- Ability to work independently with minimal supervision in order to complete tasks within deadlines, while maintaining a high level of accuracy.
- Reliable with a good attitude and employment record.
The City of Kitchener is committed to an equity-driven, inclusive, accessible, and barrier-free recruitment and selection process, and to ensuring our workforce reflects the full diversity of the community we serve. We welcome applications from Indigenous, Black, racialized and 2SLGBTQ+ persons, as well as other equity deserving groups.
We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please contact Human Resources at [email protected], or 519-741-2200 ext. 7261 to make your needs known, so that we can support your full and equal participation throughout the hiring process.
We appreciate the interest of all applicants. Only candidates whose skills, experience and qualifications meet the requirements of the position will be contacted.
Please note that as per Human Resources Policy HUM-HIR-110, "Employment of Relatives of Staff Members and Elected Officials":
"The immediate relatives of staff of the Human Resources Division, all Directors, General Managers, or the Chief Administrative Officer and Elected Officials shall not be employed by the City in any capacity.
The immediate relatives of all other Management personnel shall not be employed where such employment would be:
1. within the same Department in the case of permanent full-time, temporary full-time and part-time classifications.
2. within the same Division in the case of students."
Department
Financial Services
Division
Revenue
Union Affiliation
Non-Union/Management
Number of Positions
1
Hours of Work
Up to 24 hours per week
Location
Initial Location
City Hall
City
Kitchener
Compensation
Salary Range
$26.331 - $32.916 per hour
effective Nov 1, 2024: $26.399 - $33.001 per hour
Grade/Band
4
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