Law Society of Ontario

  • Senior Billing and Accounts Receivable Associate, Finance

    Job Location CA-ON-Toronto
    Job ID
    2018-1564
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    5
    Term
    Permanent
  • OVERVIEW

    JOB PURPOSE

     

    The Senior Billing and Accounts Receivable Associate provides guidance, instruction and direction to the billing and accounts receivable associates and support functions in the Finance division.  Posting of all invoice batches and publishing invoices into the licensee’s portal account.  Review and Authorization prior to posting by accounting manager for all daily journals completed by the billing and accounts receivable associates.  Point of contact for Law Firm billing queries, invoices, spreadsheets and payments received.  Monitor and reconciles balances and transmits six pre-approved pre authorization plans and all emails and calls associated with the plans.   Identifies and resolves departmental work processes, streamlines processes and provide input into department policy.  First escalation point of contact for any external and/or internal complaints.   Resolution of monthly bank reconciliation items and correcting journals.   Overseeing and assisting the billing and accounts receivable associates with processing of cash receipt payments during peak periods and absences.  Ensures all posted invoices and cash receipts completed by the billing and accounts receivable associates are balanced. Signing authority for all refunds to be processed by the billing and accounts receivable associates and journals created.  The Senior Billing and Accounts Receivable role will be trained to manage the department during any absence of the Manager, Billing & Accounts Receivable and will be the acting manager for the department during the absence.

     

    QUALIFICATIONS REQUIRED

     

    • A university and/or college diploma in business, accounting and related computer courses or equivalent. 
    • CCP Designation and/or enrollment in the CPA program.
    • A minimum of 5 years’ progressive experience, in billing, accounts receivable, credit and collections, in a high volume, front‑line service department.
    • Solid knowledge of billing, accounts receivable, collections and internal controls.
    • Understood knowledge of generally accepted accounting principles and general accounting.
    • Solid grounding in personal computers and software applications related to a computerized accounting environment, particularly the use of database analysis, queries and report generation in support of the finance function.
    • Speaks and writes in a clear, articulate manner
    • Reasons through moderately complex spoken and written information
    • Knowledge of Law Society Act, Rules and By-laws, or willingness to learn.

    KEY ACCOUNTABILITIES

    Client / Customer Service Delivery

     

    • Assists with the development and implementation of integrated billing and accounts receivable processes in support of client service departments, other divisions, and Law Society customers. 
    • Working with the Manager, Billing and Accounts Receivable, proactively investigates and recommends procedural solutions to the department needs, particularly in relation to automation of procedures and recommendations for process improvements.  
    • Completes the monthly and mass suspension process with the support of the client service department and divisions.  
    • Completes the Suspension Certificate reviewed by the Manager, Billing and Accounts Receivable, prior to submission for signature.  
    • Follows appropriate billing and accounts receivable processes, reviews and verifies information, and facilitates the exchange of information in support of the centralized billing and accounts receivable function. 
    • Communicates with lawyers and paralegals to clarify account information, billing, process payments and deadlines for payment after which there is the potential for administrative suspension for non-payment of annual fee.  
    • Formulates recommendations for process improvements and implementation.
    • Collaborates with client groups to ensure the accuracy and delivery of the licensee suspension process, certificate and reinstatement information. 
    • Monitors licensee fee payments and status, verifies information related to arrears and non‑payment, in accordance with Law Society guidelines and procedures. 
    • Develops and ensures adherence to processes related to the accuracy, currency, integrity and security of financial and payment information. 

    Financial Responsibility

     

    • Prepares, processes, verifies and makes arrangements for the collection of all invoiced revenue, in cooperation with client service departments. 
    • Verifies the accuracy of journals created, invoices and adjustments, while ensuring compliance with Law Society by-laws, policies and internal controls. 
    • Prepare and process journal entries, preparation and audit of cash receipt deposits. 
    • Assist with monthly file transfer to the bank of over 1.5 million, related to monthly Pre-Authorization Plan. 
    • Yearly set up and managing all aspects of the pre‑authorized payment plan for annual fees and licensing examination fees, ensuring accurate entry and tracking of customer information. 
    • Analyzes customer accounts for accurate billing, processes refunds, and verifies information prior to generation of the administrative suspension list. 
    • Monitors and maintains cash floats for client service departments. 
    • Assist during absences and peak periods to process incoming payments, adjusts accounts, prepares and delivers bank deposits, in accordance with accepted accounting practices and internal controls. 
    • Assists and contributes to month end and year end processes. 
    • Completes all activities in accordance with generally accepted accounting principles (GAAP) and approved departmental policies, procedures and practices. 

    Team Membership

     

    • Works closely with the Manger, Billing and Accounts Receivable and Billing and Receivable Associates.  
    • Actively participates with other members of the finance division, contributing to department‑wide projects and works with general accounting staff to resolve reconciliation issues.
    • Works cooperatively with all client service department staff to provide information and assistance regarding appropriate suspension, billing and accounts receivable processes, to promote the effective exchange of financial information, and provide accurate and timely service to clients and customers.

    COMPETENCIES

    Service Orientation

     

    The requirement to maintain a high standard of commitment, ethics, respect, care in service delivery to clients (internal and/or external).

     

    Communication and Interpersonal Skills

     

    The requirement to structure and deliver effective verbal and written communication with clients, staff, licensees, the public, and others in a non-threatening and constructive way.

     

    Team Orientation

     

    The requirement to share responsibility for the achievement of team goals and the associated behaviours required for individuals to contribute effectively in a team environment.

     

    Continuous Improvement

     

    The requirement to demonstrate an attitude that consistently strives to improve a standard of excellence for one’s self and for the benefit of the organization, its licensees and stakeholders.

     

    Problem Solving and Judgement

     

    The requirement to identify and analyze problems, determine root causes, evaluate alternative solutions and take and/or recommend appropriate solutions.

     

    Technical Competence / Professional Knowledge

     

    The requirement to apply knowledge and skills to carry out the work and/or provide advice. This also includes the quality of advice given, as well as the requirement to make decisions in the best interests of the organization as a whole.

     

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