Payment Processing / Receivables Clerk

• 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.

• 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.

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City of Kitchener