Payment Processing/Receivables Clerk

Payment Processing/Receivables Clerk (PT)

Job Status:  Continuous Part-Time

Pay & Grade: $28.303 to $35.123 Hourly Grade/Band: 4 (Under Review)

Hours of Work:Up to 24 Hours per week

Initial location: Kitchener City Hall

Posting period:October 16, 2025 to October 29, 2025 (at 6:00pm)

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 process 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 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.
• Prepare 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 invoices/credit memos, ensuring correct user department phone number is entered and verify invoices print as expected.
• Create 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 the 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 reconcile 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. Contact customers for details, as required.
• Process 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 1 year experience required.
• 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 into 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.

Department/Division:Financial Services, Revenue

Group: Non-Union/Management

Competition Number:

Job Code: 1113

Number of positions: 1

Why work at the City of Kitchener