Debtors Clerk

SUMMARY:
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POSITION INFO:

Debtors Clerk to manage the debtor accounts and ensure timely collection of outstanding payments. The successful candidate will work primarily on Sage accounting software to maintain accurate financial records, process invoices, and support the finance team in delivering efficient and professional financial services.

Key Responsibilities

• Generate, issue, and distribute invoices for school fees, extracurricular activities, and other charges using Sage.
• Monitor and follow up on outstanding debtor accounts to ensure timely payments.
• Reconcile debtor accounts and resolve discrepancies promptly.
• Maintain accurate and up-to-date records of all debtor transactions in Sage.
• Record and allocate payments received from parents/guardians in Sage.
• Process credit notes, refunds, and adjustments as required.
• Liaise with parents/guardians regarding payment plans, overdue accounts, and account queries.
• Prepare regular debtor reports, including aging analysis, for the Finance Manager.
• Assist in month-end and year-end financial reporting and reconciliations.
• Provide ad-hoc reports as requested by management.
• Respond to debtor inquiries professionally and courteously via email, phone, or in-person.
• Work closely with the admissions and administrative teams to ensure accurate billing information.
• Escalate complex debtor issues to the Finance Manager as needed.
• Ensure compliance with school policies, financial regulations, and data protection standards.
• Maintain organized and secure records of all debtor-related documentation.
• Assist with audits by providing debtor information and reports as required.
• Utilize Sage accounting software for all debtor-related tasks, including data entry, reporting, and reconciliations.
• Identify opportunities to improve processes within Sage for efficiency and accuracy.

Qualifications and Skills

• Diploma or degree in Accounting, Bookkeeping, or a related field (or equivalent experience).
• Minimum of 2-3 years of experience as a Debtors Clerk or in a similar accounts receivable role.
• Proven experience working with Sage accounting software is essential.
• Experience in a school or educational institution is an advantage.
• Strong understanding of accounts receivable processes and financial principles.
• Proficiency in Sage (e.g., Sage 50, Sage X3, or similar).
• Excellent attention to detail and accuracy in data entry and reconciliation.
• Strong communication skills to interact with parents, staff, and stakeholders. 
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Problem-solving skills to resolve payment disputes and account discrepancies.
• Proficiency in Microsoft Office (Excel, Word, Outlook) for reporting and correspondence.

Please note that by submitting your personal information to Deka Minas you free-willingly issue the business consent to make use of such data for the specific purpose of securing you either permanent or temporary employment. Our business makes use of a POPIA compliant database and you have the right to access, right to correction and right to deletion of your personal information.