Required Position

Full-Time Appointment

Responsibilities

Vacancy Status: New position Reporting to the Manager, Operations and Student Financial, the Accounting Clerk participates in the collection of unpaid student accounts to minimize financial loss to the University. The incumbent engages in a fair, courteous, and respectful approach to collection activity using a variety of techniques and the selective use of outside collection services.

The Accounting

Clerk actively pursues students with past-due fees, communicates clearly and concisely to resolve outstanding balances, and demonstrates a calm and patient approach to obtain cooperation in difficult situations. In addition, the incumbent facilitates the analysis of student accounts alongside the Collections Clerk to advise on account restrictions, recommend de-registration, and place accounts with external collection agencies based on outstanding historical balances.

The Accounting Clerk also supports the Accounts Officer by processing journal entries, performing bank reconciliations, setting up Accounts Receivable balances, processing daily banking payments to accounts, and submitting monthly HST returns. Additionally, the role will be assisting with monthly chargebacks, facilitating monthly and yearly budget entry file processes, and issuing statements for miscellaneous accounts receivables.

The Accounting

Clerk assists with cheque reconciliation, processing outstanding payments, and managing void cheques and vouchers. They also serve as coverage by providing back-up support for initial cheque run processing to initiate cheque runs, returned payments, cheque reconciliations, and daily system processing.

Collections & Account Maintenance

- Contacts students with aged balances using a variety of collection techniques to minimize financial loss to the University.
- Mails statements of accounts, letters of final notice, and engages external collection agencies and credit bureaus on stale-dated accounts.
- Creates, maintains, and updates tracking reports, worksheets, and physical account files on aged balances.
- Prepares historical analysis reports to illustrate collections and debt-to-equity ratios.
- Tracks payment plans and performs follow-ups on defaulted accounts.
- Researches delinquent accounts across academic years by reviewing registration billing summaries, add/drop schedules, fee rate tables, grade reports, and residence records to verify fee accuracy.
- Advises on account restrictions and recommends accounts for de-registration, write-off, or referral to external collection agencies based on historical analysis.
- Monitors student accounts to track and verify that payments are received according to established payment arrangements.
- Evaluates and assesses undergraduate and graduate student fees by program of study, academic level, and year of study.

Ministry Count Preparation & Fee Audits
- Converts aged balance and registration reports into working spreadsheets to analyze and sort student accounts by category.




- Identifies enrolled students with unpaid first installments and identifies registered non-attending students to ensure accurate records for the Registrar during the annual Ministry Count.
- Assesses installment and late service fees during account reviews and documents communications with delinquent students.
- Advises non-attending students on official withdrawal procedures and fee appeal processes.
- Contacts students directly to confirm attendance, request overdue payments, or establish payment plans to prevent de-registration.
- Cross-references course drops against refund schedules, Registration Billing Summaries (RGBS), and Registrar documentation to recalculate fees and adjust accounts accordingly.
- Audits second-term accounts, specialized program fee schedules, and Envision courses to ensure correct incidental, material, and course fee assessments.
- Prints statements of accounts and registration summaries, manually records dropped dates and adjustments, and compiles physical binder records for historical reference.
- Submits completed research, paper files, documentation, and final reports on unpaid accounts to the Student Fees Coordinator for review and final determination.

Accounts Officer Support & Fee System Maintenance
- Provides operational coverage and support for the Accounts Officer by processing journal entries, performing bank reconciliations, establishing Accounts Receivable balances, and processing daily banking payments to student accounts.
- Submits monthly Harmonized Sales Tax (HST) returns and handles other receivable functions as needed, including processing monthly chargebacks and sending statements for miscellaneous accounts receivables.
- Facilitates monthly and yearly budget entry file processes.
- Assists with cheque reconciliation, managing outstanding payments to be processed, and handling void cheques and vouchers.
- Serves as key back-up support for initial cheque run processing to initiate cheque runs, returned payments, cheque reconciliations, and daily system processing.
- Maintains the student fees webpage to ensure accurate publication of fee schedules, policies, and user-friendly navigation.
- Archives previous academic year web pages and maintains historical physical and digital records for future institutional reference.

Other Duties
- Performs other duties within the professional scope and skill level of the position, in full compliance with applicable legislation, university policies, and collective agreements.

Qualifications

- Three (3)-year college diploma in Business Administration or Accounting.
- Three(3) to five (5) years of experience with accounts receivable and/or colleague/ellucian experience considered an asset.
- Excellent verbal and written communication skills.
- Demonstrated problem-solving, attention to detail, and conflict resolution skills.




- Excellent organizational and time management skills; ability to meet deadlines.
- Excellent analytical and critical thinking skills.
- Proven ability to manage multiple projects and priorities simultaneously in a fast-paced environment.
- Experience in managing institutional records, adhering to retention policies, and ensuring data integrity.
- Proven ability to work independently with minimal supervision, take initiative, and collaborate effectively within a team workplace.
- Proven discretion and sound judgment when managing highly confidential business, financial, or personnel data.
- Experience with student databases for enrollment, records, and financial aid.
- Experience in identifying and mitigating financial and operational risks to ensure institutional stability.
- Proficiency in managing all aspects of accounts payable and receivable, including vendor payments, invoicing, and collections.
- Experience in liaising with external debt recovery agencies and credit bureaus for stale-dated account placements and historical balance recoveries.
- Knowledge of government student assistance programs (e.g., OSAP) and third-party corporate sponsorship structures to verify student fee remittances.
- Experience in updating, formatting, and archiving digital web content and fee schedules to maintain accurate public-facing information.
- Proficiency in preparing and submitting monthly Harmonized Sales Tax (HST) returns and performing general ledger account reconciliations.
- Ability to work fluently (verbal and written) in both official languages, French and English, is required.

We are aware that some applicants are experiencing difficulty using our careers portal. Should you complete an application through our online form and receive an error, please submit your application to [email protected] The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week. At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

Laurentian University is an inclusive and welcoming community committed to employment equity. Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. Laurentian University’s bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit.

Laurentian University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information ([email protected]).

📌 Accounting Clerk, Financial Services (Greater Sudbury)
🏢 Laurentian University
📍 Greater Sudbury