Accounts Receivable Officer

Main Purpose of Post / Job Summary

The post holder will report to and support the Accounts Receivable Supervisor in delivering a comprehensive and efficient financial service that meets the operational needs of the Council, regulatory authorities, and statutory agencies.

The role is responsible for the effective operation of the Accounts Receivable function, including providing support and guidance to Council staff on raising invoices and pursuing outstanding debtor payments.

Duties and ResponsibilitiesFinancial Responsibilities

• Responsible for maintaining an accurate and up-to-date computerised debtors ledger, ensuring appropriate follow-up actions are completed in accordance with Council policy and audit regulations.
• Maintain accurate bank lodgement files and reconcile returns from various Council centres, providing assistance with the preparation of lodgements where required.
• Reconcile and verify bank accounts, Council loans (receivable), bank and cash controls, and reconcile these to nominal ledger accounts.
• Monitor and pursue outstanding debts, providing reports to the Supervisor on debt collection activities undertaken.
• Maintain debtor records and issue invoices and credit notes for the BIDS Company.
• Reconcile income relating to the General Registry Office.
• Produce invoices for the Council's Trade Waste customers and verify the accuracy of data before computer processing.
• Process cash receipts and issue manual and computer-generated receipts, including Visa card transactions. This includes preparing weekly bank lodgements for income received at Monaghan Row, including Planning, Building Control, and Tourism facilities.
• Apply and post nominal ledger coding to daily receipts, maintain bank lodgement files, prepare bank lodgements, process income from Council departments, summarise receipts, and prepare income analyses.
• Carry out a range of administrative duties, including answering telephone calls, handling incoming and outgoing mail, and maintaining electronic filing systems.
• Review customer accounts for commercial customers and private contractors and make recommendations regarding credit notes and refunds.
• Liaise with Trade Waste customers to resolve payment-related issues.
• Update cash and receipt information to the Council's General Bank Account using SUN and reconcile all related transactions.
• Administer and reconcile online direct debit payments for Trade Waste customers.
• Analyse income received and allocate transactions to the appropriate cost centres with the correct VAT classification.
• Process imprest manual payments.
• Assist the Supervisor with year-end financial accounts, including debtor ledger reconciliations and reconciliation of Council bank and cash accounts.
• Maintain and update the rents receivable register for Council properties, including lease renewals, amendments, and rental increases.
• Review the weekly Euro exchange rate with the Bank for Council use and distribute the information to relevant departments.
• Process the monthly reconciliation of Council credit cards and ensure compliance with the Council's Credit Card Policy.
• Prepare the weekly claim and reconciliation of car park income received from the Department for Infrastructure (DfI) and ensure unpaid parking fines are included on the aged debtor listing.
• Ensure all slow-moving debts are followed up through reminder letters, emails, and telephone calls.
• Input and retrieve information from a range of Financial Management Information Systems, including SUN, Vision, Konducta, Legend, and other systems as required.
• Ensure all financial transactions are processed in accordance with Council policies and audit regulations.
• Provide information and supporting documentation to auditors when required.
• Raise nominal ledger journals as necessary.
• Assist the Accounts Receivable Supervisor in collating information for Freedom of Information requests and Subject Access Requests.
• Update cash and receipt data on the computer system and reconcile input information against system outputs.
• Provide training and mentoring to new staff within the section and supervise designated temporary staff and students when required.

Service Delivery and Performance

• Be accountable to the Accounts Receivable Supervisor for all aspects of service delivery within the section, ensuring services are delivered to a high-quality and cost-effective standard.

Financial Management and Controls

• Authorise the purchase of goods and services in accordance with the Council's Procurement Policy.
• Ensure all functions under the post holder's responsibility operate in accordance with the Council's risk management and governance procedures, ensuring all required documentation is completed and authorised appropriately.

Performance Improvement

• Participate in employee training and development activities to maintain the knowledge, skills, and competencies required for the role.

General Responsibilities

• Carry out duties in compliance with the Health and Safety at Work Order 1978 (as amended), relevant legislation, statutory regulations, and all Council policies and procedures, including Dignity at Work, Health and Safety, Attendance Management, and relevant Codes of Conduct.
• Perform duties in a manner that enhances and promotes the positive reputation of Newry, Mourne and Down District Council.
• Lead by example by demonstrating the Council's values and promoting them throughout the organisation and externally.
• Maintain confidentiality at all times and ensure personal and sensitive information is handled, stored, and maintained in accordance with Data Protection legislation.
• Deputise for and represent the Accounts Receivable Supervisor when required.
• Participate in Corporate, Departmental, and Regional working groups as required.
• Where applicable, act as the Designated Safeguarding Officer in accordance with relevant legislation and Council policies.
• Participate as a panel member in the Council's Recruitment and Selection processes, including assisting with the development of person specifications, selection methods, and ensuring compliance with employment legislation and Codes of Practice.
• Assist in implementing the Council's Emergency Planning and Business Continuity arrangements when required.
• Promote diversity and equality throughout the organisation by adhering to the Council's Equal Opportunity policies and ensuring all forms of discrimination are avoided in both employment and service delivery.

The duties and responsibilities outlined above are not intended to be exhaustive. They provide a summary of the principal responsibilities of the post. The post holder will be expected to undertake additional duties, appropriate to the grade and nature of the role, as required.

Qualifications and Experience

• Grade C or above in at least four GCSEs (or equivalent qualifications), including GCSE English Language (or equivalent) and one GCSE in a numerate subject (or equivalent).
• A minimum of two years' relevant experience within a Finance Department, including Accounts Receivable (Debtors) or Accounts Payable (Creditors), with experience in debt recovery management.
• At least one year's experience using Financial Management Information Systems.

Skills and Knowledge

• Demonstrate a high level of proficiency in Microsoft Office applications, particularly Microsoft Excel.
• Hold a full current driving licence with access to transport, or have alternative access to transport sufficient to meet the requirements of the post.