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Financial and Student Accounts Clerk
2 weeks ago
Reporting to the Manager, Financial and Administrative Services, the Financial and Student Accounts Clerk is responsible for student account maintenance and monitoring, including processing of transactions for Financial Aid awards, bursaries, OSAP, Sponsorship, refunds, miscellaneous charges and account analysis. The Clerk is responsible to ensure integrity of data that is submitted and processed in the University’s financial information system and ensure accuracy of any entries and reports. The Clerk will provide front line support and customer service to students/learners for matters relating to student account activity, and to various internal and external stakeholders for other finance related matters.
This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.
**Responsibilities**:
Tasks may include but are not limited to the following:
- Respond to all student account inquiries and take appropriate action.
- Ongoing student account maintenance including processing and reconciliation of all charges and/or refunds.
- Collaborate with the Office of the Registrar and Learner Support Services for items relating to academic fees and schedules, awards, bursaries and scholarships.
- Student sponsorship activities including: creation of sponsorship records in financial system, maintaing sponsorship records, preparation of invoices for external sponsoring agencies, collection of payments, processing sponshorships to student accounts and ongoing correspondence with sponsors and students as required.
- Assists with other miscellaneous (non-student) accounts receivable activities including preparation of invoices to external agencies, correspondece, collection of payments, general ledger journal entries, and creation of reports as needed.
- For delinquent accounts, contact learners on a regular basis to ensure payment arrangement commitments are kept.
- Prepares, edits and proofreads correspondence, reports, presentations, and other required material/ documentation. Prepares graphs, charts, spreadsheets, documentation and training materials as needed.
- Schedules meetings, books rooms, and organizes video/teleconferences for unit or committee members ensuring that all necessary arrangements are made. Committee support includes creation and distribution of agenda, recording and preparation of meeting minutes, coordination of follow-up required, dissemination of documents, etc.
- Using approved NOSM standard procedures, develops, updates and maintains electronic and hard copy files, which are often highly confidential, in order to retrieve information using knowledge of filing systems and retrieval.
- Maintain and update the Finance sections of the internal (SharePoint) or external websites as required.
- Provides back up for bank and revenue related transactions including deposits and accounts payable cheque runs.
- Assists with testing of the University’s financial information system as needed (software updates, patching etc.). Documents test results and findings for review.
- Maintains and updates the University’s financial system and unit databases with relevant information as required.
- Liaises with staff, faculty, students, leaners, external stakeholders, and vendors/suppliers for matters relating to payments or other finance related requests.
- Provides training, advice, guidance, and support to internal and external customers regarding Finance unit functions.
- Compiles and maintains financial records and documentation received (paper or electronic).
- Create and/or maintain procedure documentation/manuals for the tasks of the position.
- Performs other duties as assigned.
**Qualifications**:
**Education**:
- A College diploma in a related discipline (finance, administration, business) from a recognized college with Canadian accreditation or an equivalent combination of education and experience is required.
**Knowledge, Skills and Abilities**:
- Minimum of three (3) years of related experience is required.
- Knowledge of financial information systems, finance reporting software, document management systems, and general bookkeeping systems
- Detailed knowledge of what is claimable on a T2202A form
- Experience working with other software programs with formatting/utility capabilities of word processing (i.e., Microsoft Excel, Word)
- Attention to detail is critical
- Proven experience in coordinating various tasks under tight deadlines
- Experience with customer service, cash handling, and/or accounting
- Ability to work both independently and collaboratively in a highly technological environment
- Ability to plan, organize and prioritize work and maintain accurate records
- Ability to use discretion and maintain confidentiality and ensure security of records
- The ability to communicate effectively and express oneself clearly verbally, and in writing, and using a variety of media
**Language**:
- M
