School’s Debtors Administrator (Half-day position)

SUMMARY:
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POSITION INFO:

About the position:

The position of Debtors’ Administrator consists of performing any combination of school fee collections, with invoicing, receipting, posting and compiling debtors report in Excel. Ms Word required for letter writing to parents. Liaison with attorneys for legal collections and handovers.

Responsibilities:

• Daily collection of debtors via email and telephone calls
• Daily reporting and meeting with supervisor
• Check figures, postings, and documents for correct entry, accuracy, and proper codes
• Compile reports pertaining to such matters as cash receipts, accounts receivable - letters of demand and exits
• Receive and record payments from debtors
• Attend weekly and quarterly debtors’ meetings
• Assist the supervisor with monthly debtor reports
• Serve as a back-up for termly fee billings – enter termly charges and extras

Key performance areas:

Debt collection

• Debt collecting:
  • Telephone and e-mail debtors and maintain an up-to-date activity log of phone calls and

e-mails

• Send invoices to parents:
  • Send invoices via e-mail or any other means requested by the customer within 24 hours of the request
• Process debtor receipts:
  • Accurate processing of debtors’ receipts daily by 10h00
• Processing invoices:
  • Process invoices
• Parent fee reconciliations:
  • Complete as and when needed
• Debtor’s reconciliations
  • Complete as and when needed
• Send debtors statement reminders:
  • All statements are sent to parents around the 15th to 20th of the month
• Weekly and termly debtors’ review:
  • Arrive prepared and attend weekly/termly debtors review meetings
• Reporting of outstanding debtors, in Excel:
  • Submit report detailing outstanding debtors, with explanations where required, no later than the next business day following the weekly debtors review meeting
• Handling non-payers/delinquent debtors:
  • Report any non-payers/delinquent debtors to the Finance Manager in order to be handed over for collection or follow up

Customer service

• Build strong lasting relationships with parents:
  • Be professional and courteous to parents in all forms of communication
• Handling debtors’ queries:
  • Resolve debtors’ queries in a timely manner and provide continuous feedback to your supervisor
  • Alert management when there is, or will be, a potential conflict with parents

Ad Hoc:

• Perform any other reasonable tasks as requested by management from time to time

Competencies:

• Integrity - Being honest and ethical
• Attention to detail - Being careful about detail and thorough in completing work tasks
• Dependability - Being reliable, responsible and dependable, and fulfilling obligations
• Independence - Developing one''s own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done
• Co-operation - Being pleasant with others on the job, to parents and displaying a good-natured, co-operative attitude

Qualifications and Experience required:

• Matric minimum. Debt collection courses/certificates
• Previous 5-year minimum debt collection experience essential
• English required. Afrikaans and IsiXhosa beneficial
• Ability to give full attention to what other people are saying, to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, and to manage one''s own time

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