Accounts Receivable Officer

Main purpose of job

To be responsible to the Accounts Receivable (AR) Team Leader for the provision of an administrative and transaction processing service including the management of income collection and allocation and identification of miscellaneous monies and assisting in the achievement of targets and supervision of assigned staff.

To assist with the monitoring of the Accounts Receivable team performance to ensure compliance with agreed standards, policies and procedures, providing assistance and guidance as required.

To be responsible for the compilation and analysis of relevant performance information for the Team Leader and for assisting with the identification of areas of improvement.

To work effectively as part of the CTU team to ensure high levels of customer service and performance improvement.

To provide cover for and represent the Team Leader as required.

Summary of responsibilities and personal duties

1.          To assist with the management of debtor accounts, ensuring the complete, accurate and timely maintenance of all relevant processes, checking the quality of work undertaken by the AR team as required.

2.          To supervise the work of assigned staff and assist the Team Leader in programming the workload and priorities of the staff to ensure that the Service meets it’s agreed quality, time and budget targets.

3.          To correctly receipt, allocate and lodge income into the council using agreed systems and procedures.

4.          To investigate any payment anomalies and ensure the correct processing of adjustments on the system and posting of unidentified monies into the suspense account.

5.          To identify and allocate capital monies in accordance with the agreed policies and procedures.

6.          To assist in the management of Direct Debit payments/ rejects.

7.          To supervise the resolution of queries by CTU staff to ensure the smooth operation of the process and take responsibility for the resolution or escalation of more complex queries.

8.          To create, maintain and process accounts receivable documentation, records and data to agreed procedures and standards and assist with the completion of required month end processes.

9.          To proactively review, develop and implement effective processes, operating standards and systems in conjunction with the Team Leader; streamlining processes and systems in order to improve operational efficiency and effectiveness.

10.       To represent the CTU on working groups, project teams, consultative and other groups as directed by the Team Leader or Operational Manager.

11.       To compile and analyse relevant performance information for the Team Leader and, or Operational Manager and assist with the identification of areas of improvement.

12.       To create positive ongoing working relationships with team members, other team leaders, suppliers and customers.

13.       To support the Team Leader in the coaching and training and development of team members to maximise performance.

14.       To represent and provide cover for the AR Team Leader as required.

15.       To assist with credit management/ control and debt collection when required.

16.       To provide cover for other CTU Officer posts as required.

17.       To motivate and manage any staff, that may be assigned, to the post holder to ensure effective service delivery and to be responsible for reviewing and implementing a proper staff training and development programme

18.       To participate in all induction and in-service training provided by Belfast City Council and in the induction and support of all newly appointed staff and other human resource management policies and procedures, as appropriate, including, absence management, disciplinary and grievance procedure.

19.       To participate as directed in the council’s recruitment and selection procedures.

20.       To act in accordance with the council and departmental policies and procedures including customer care, equal opportunities, health and safety, safeguarding and any pertinent legislation.

21.       To undertake the duties in such a way as to enhance and protect the reputation and public profile of the council.

22.       To undertake such other relevant duties as may from time to time be required.

 

This job description has been written at a time of significant organisational change and it will be subject to review and amendment as the demands of the role and the organisation evolve.  Therefore, the post-holder will be required to be flexible, adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description but which are commensurate with the role.

Essential criteria

Qualifications

Applicants must, as at the closing date for applications, have at least five GCSEs (Grades A - C) including English, or equivalent qualifications.

Experience

Applicants must, as at the closing date for receipt of applications be able to demonstrate on the application form, by providing personal and specific examples that they have at least one year’s relevant work experience in each of the following three areas:

a)     supervising staff on a daily basis as part of day-to-day duties, including delegation of tasks and involvement in staff development;

b)    working within an accounts receivable or credit control environment; and

c)     dealing with and resolving customer enquiries and complaints.

Desirable criteria

In addition to the above qualifications and experience, Belfast City Council reserves the right to shortlist:

·       in the first instance, only those applicants who can demonstrate on the application form, by providing personal and specific examples, that they have at least two years’ relevant work experience in each of the above three areas, and

·       in the second instance, only those applicants who have a third level qualification in a relevant subject, such as Business Studies, Accountancy, Finance or equivalent qualification.

Special skills and attributes

Applicants must be able to demonstrate evidence of each of the following skills and attributes which may be tested at interview:

Team working and leadership skills

The ability to supervise and work as an effective team member encouraging day-to-day working by the team and the joint achievement of goals.

Customer care skills

The ability to demonstrate a sound awareness of customer care procedures, and to respond appropriately to the needs of internal and external customers.

Analysis, problem solving and decision making skills

Effective analytical and problem solving skills with the ability to extract, analyse and report upon service information and evidence of making day-to-day decisions on operational issues.

Technical knowledge

An understanding of financial procedures, including the management of accounts and processing payments.

Communication and interpersonal skills

Effective communication and interpersonal skills and the ability to provide operational information, advice and guidance to staff and managers.

Performance management skills

An awareness of performance improvement and an ability to identify areas for improvement and to monitor performance against them.

Work planning Skills

Ability to effectively plan and prioritise the work of a team and to ensure constant flow of work to minimise peaks and troughs.

Working with and building teams

The ability to work in a team and create and encourage a culture where there are high levels of co-operation and working together in a wide range of teams drawing on the synergy of team members.

Development of others

The ability to coach and train staff in operational procedures.