Collections Clerk

The Collections Clerk is responsible for providing
administrative support to the Collections Department by managing student
account queries, processing cancellations, performing financial journals, and
facilitating transfers of funds. The role ensures that student accounts are
accurately maintained, queries are resolved efficiently, and financial
adjustments are processed in accordance with institutional policies.

Main Purpose of the Job:

To support the collections process by ensuring accurate
account administration, efficient resolution of student account queries, and
proper processing of financial transactions such as cancellations, journals,
and transfers, thereby contributing to effective debt management and financial
control.

KEY PERFORMANCE AREAS (KPAs)

KEY RESPONSIBILITIES

Account
Queries & Student Support (35%)

• Investigate and resolve student account queries related to
  outstanding balances, payments, and account adjustments.
  
• Liaise with students, sponsors, and internal departments to resolve
  account discrepancies.
  
• Maintain accurate records of all account queries and resolutions.
  
• Provide clear explanations to students regarding their financial
  accounts and payment obligations.
  

Processing
Cancellations (25%)

• Process student cancellations in accordance with institutional
  policies and contractual agreements.
  
• Ensure that cancellation fees and outstanding balances are
  correctly calculated and applied.
  
• Update student accounts and systems to reflect cancellation status.
  
• Communicate cancellation outcomes to relevant departments.
  

Journals
& Financial Adjustments (20%)

• Process journals to correct account discrepancies and allocate
  payments correctly.
  
• Ensure that all financial adjustments are accurately captured and
  supported by proper documentation.
  
• Maintain a clear audit trail for all journal entries and
  adjustments.
  
• Work closely with the Finance Department to ensure accuracy in
  financial records.
  

Transfers
& Account Reconciliation (15%)

• Process transfers of funds between student accounts where
  applicable.
  
• Reconcile accounts to ensure payments and adjustments are
  accurately reflected.
  
• Identify and escalate discrepancies requiring further
  investigation.
  
• Ensure compliance with financial controls and policies when
  processing transfers.
  

Reporting
& Administrative Support (5%)

• Maintain accurate records of all cancellations, journals,
  transfers, and account adjustments.
  
• Assist with reporting related to outstanding balances and account
  activities.
  
• Provide administrative support to the Collections team when
  required.
  
• Ensure documentation is maintained for audit and compliance
  purposes.
  

Requirements

Qualifications

• Relevant qualification in Finance, Accounting, Administration,
  or Business Management.
  

Experience

• Minimum 2–3 years administrative experience, preferably in collections,
  finance, or accounts administration.
  
• Experience working with student accounts or financial systems will be advantageous.
  

Skills and
Competencies

Technical
Skills

• Proficiency in Microsoft Office (Excel, Word, Outlook).
  
• Experience with financial or student management systems.
  
• Strong numerical and reconciliation skills.
  

Communication
Skills

• Strong written and verbal communication skills.
  
• Ability to handle student queries professionally and effectively.
  

Administrative
Skills

• High level of accuracy and attention to detail.
  
• Strong organisational and time management skills.
  
• Ability to work under pressure and manage multiple tasks.
  

Key
Attributes

• High level of integrity and confidentiality when handling financial
  information.
  
• Strong problem -solving abilities.
  
• Ability to work independently and as part of a team.
  
• Customer -service oriented approach when dealing with students and
  stakeholders.