Supervisor, Accounts Receivable (Students) - Finance

Description

Accounts Receivable within Finance is currently seeking a Full-time Temporary Relief Position Title for approximately 14 months.

The Supervisor, Accounts Receivable reports to the Associate Director, Commerce and Receivables in Financial Operations and supports the Associate Director through oversight of the service delivery of the Accounts Receivable team responsible for commerce, research, and grant receivables. The unit is responsible for the oversight of invoicing, collecting, reconciling, depositing, cash management, and recording revenue for the university community.

The Supervisor plays a key role in reviewing cash controls campus wide, advises University staff, customers and individuals on policies, procedures and guidelines and related documentation required for the Accounts Receivable team. The Supervisor is required to manage their own delivery of work, and is responsible for managing staff's workload and hours of work to ensure service is provided in a timely manner and deliverables are met.

Summary of Key Responsibilities (job functions include but are not limited to):

Accounts Receivable

• Provide advice, interpretation, guidance and information to university departments, faculties and university administration sharing expertise.
• Oversee and review the process for monitoring and follow-up with university departments, individual customers, and external organizations to ensure timely collection of payments on past due invoices and dishonored cheques.
• Oversee and review the process for the calculation of allowance for doubtful accounts, write-off of bad debt expense and related reconciliations.
• Develop or initiate changes to business systems, procedures, and practices (policies) leading to improvements and streamlining of processes.
• Review and approve system access for Accounts Receivable, Billings and Collections in PeopleSoft.
• Oversee, assist, and prepare monthly accounts receivable reconciliations and journal entries, including system queries to search for errors and any problems with data.
• Ensure internal controls are in place and adhered to.  Assist in reviewing and assessing internal controls of the University and where necessary, recommend new internal control processes.
• Oversee the Moneris Merchant accounts set up and equipment tracking on an annual basis. Ensure annual compliance forms are submitted by end users annually.
• Coordinate with financial reporting team the monthly reconciliations of various bank statements and unreconciled items.
• Maintain Cash Floats reconciliations and annual declarations.
• Maintain and update process documentation as needed.
• Coordinate invoicing and billing with the University departments using PeopleSoft (including training, sharing of expertise, and ensuring system integrity).

Supervisory/Leadership

• Recruit, train, support, and evaluate staff; provide performance evaluation, feedback and development opportunities; coaches individuals for continuous improvement.
• Set team service objectives and deadlines, determine priorities, assigning roles/responsibilities, setting schedules, and personally taking on different roles/responsibilities as needed.
• Provide team members with tools to master their responsibilities: reference / training materials are developed, create a positive team atmosphere, and guidance of the team through change and projects.
• Contribute to financial policies and plans and act upon recommendations for change to procedures, process and reporting activities to enhance systems, reporting, transaction processing and general administration of Accounts Receivable.

Communication/Relationships and Client Services

• Proactive in developing and maintaining trustworthy and productive working relationships with all stakeholders including University administration, internal and external customers, University staff and other external stakeholders.
• Internal and external clients are effectively provided current and accurate information/advice in a timely professional manner.
• Ensure customer service orientation within the unit.
• Provide training and advice to senior administration, administrators, faculties, departments, and account holders regarding:
  • University policies and procedures.
  • University financial systems.
  • Accounts Receivable operations

Financial/Management Reporting

• Oversee the delivery of required month-end, quarter-end and year-end reports in an accurate and timely manner, and in accordance with university deadlines.
• Ensure the integrity of Accounts Receivable reporting is maintained, making recommendations for change to systems and processes and implementing changes to procedures and unit operations.
• All Business Units and other Departments / faculties using the Accounts Receivable module are reconciled and are monitored on a regular basis and concerns are identified and resolved.
• Generate / manage reporting and transactional processing in the UofC Accounts Receivable Financial Systems as required.
• Summary external and internal managerial and financial reports are developed in conjunction with the Associate Director and generated as necessary.
• Decentralized Account Receivable reconciliations are monitored on a regular basis and concerns are identified and resolved.
   

Qualifications / Requirements:

•  Professional accounting designation (CA, CPA, CMA, or CGA) with a related university degree is required.
• Understanding of accounting concepts, and knowledge of GAAP.
• Minimum of ten years experience in a business environment and accounting experience, including extensive experience in accounts receivable processes;
• Minimum of two years Supervisory/management experience and ability to provide direction and leadership to staff.
• Strong analytical skills and problem-solving skills and the ability to work with multiple groups to get their feedback and buy in on potential solutions
• Advanced skills and ability to use Word, Excel, Access and data warehouse reporting,  and electronic mail systems
• Excellent organization skills; good written and verbal communication skills;
• Knowledge of University culture and cross-departmental policies and experience with PeopleSoft would be considered an asset.

Application Deadline:  January 22, 2025

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is classified in the Management Career Band, Level 1of the Management and Professional Staff Career Framework. 

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. 

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.