Collections and Payment Assistant IV  

Main Duties and Responsibilities

I. Account Collection

• Attends to client inquiries and concerns related to Statement of Accounts (SOA) and/or Official Receipts (OR) for assigned accounts.
• Prepares SOA to facilitate the collection of payments from assigned accounts.
• Reviews and checks the client’s details (e.g., company name, TIN, address, course details, program fees, etc.) encoded in the shared drive of the Program Sales Group, ensuring that there is no duplication of company details in the system.
• Coordinates the creation of Customer ID and Transaction code and posting of SOA in the system.
• Prepares and monitors the release of Advance Official Requests (AOR) for the clients with check pick-up requirements and prepares the Turnover Report (ToR) to facilitate the OR issuance to the clients
• Coordinates the delivery schedule of SOA and ORs and pickup of check payments, upon receipt of the client requests.
• Monitors check deposits, including the bank accounts to ensure that all AOR requested, has a matching transmittal slip as proof of collection.
• Reconciles every collection with accounts receivables, matching collections with the ORs released, and updates the records.
• Registers to Client’s Portal to facilitate collection and monitoring through their online Procurement Order system, where applicable.
• Coordinates with the Office of the Bursar to check the availability of TOR and AOR requests, ensuring timely collection and daily bank reports reconciliation
• Monitors and follows-up payments of clients regularly and determines the most appropriate way to collect payments, including providing negotiated and flexible payment terms.
• Prepares reminder and/or demand letters, as needed.
• Prepares collection reports and analysis.
• Prepares Summary of Receivables, SOA, and collection reports, including the cancellations reported by the Program Sales Group, on a regular basis (e.g., weekly, monthly, annually, etc.).
• Reviews the list of accounts receivables and prepares a comparative report for Unearned Income vs. Receivables Report.
• Matches internal reports with the Central Accounting Office (CAO) recordings, and prepares reconciliation reports.
• Coordinates with the Training Records team for the release/issuance of Certificates and/or Diplomas, once payments have been cleared.
• Attends process improvement meetings related to collection (e.g., Paybiz, Department) Inter-Department meetings with Sales, etc.).

II. Account Payables

• Attends to client inquiries and concerns related to purchases and payments (e.g., order for checks [OC] and purchase requisitions [PR]).
• Prepares OCs and PRs to facilitate the payments of resource speakers, service providers, and of purchase.
• o Coordinates with parties concerned regarding attachments to OCs/PRs.
• Assists in the liquidation of course-related expenses of assigned accounts.
• Monitors the Course Status Report and coordinates with the Program Sales Group on the processing of Requests for Payments (RFP) for resource persons.
• Monitors and follows-up OCs, PRs, and liquidation status regularly.
• Informs vendors/creditors of check availability.
• Prepares payment reports and analysis.
• Prepares weekly status reports (e.g., orders for checks, purchase requisitions, liquidations, etc.).

III. Administrative Support

• Canvasses cost of supplies and prepares cost-benefit proposals for purchase of office supplies.
• Provides logistical and administrative assistance in Center, School, and/or University activities (e.g., Lenten/Advent lectures, First Friday Masses, etc.).

IV. Performs other duties as may be required by the immediate supervisor and/or
authorized representatives

Knowledge, Skills and Abilities

• Technical Acumen: Ability to apply accounting and bookkeeping principles standards, practice, and regulations, including withholding tax policies, in the delivery of tasks.
• Communications and Interpersonal Skills: Ability to express thoughts clearly, accurately and succinctly in verbal and in writing to different audiences; Ability to relate well with others and to maintain relations with cordiality and diplomacy.
• Coordination Skills: Ability to coordinate, mediate, and manage actions in relation to others proactively and patiently.
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; Keen to details.
• Process Management: Ability to oversee, implement, and evaluate a work process; Capacity to recommend improvements.
• Critical Thinking and Problem Solving: Ability to use sound judgment and initiative, develops options and achieves outcomes.
• Service Orientation: Actively looks for ways to help and relate well with clients and partners—pleasing, warm, patient, respectful, and persistent in dealing with people.
• Technology Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Comfortable with exploring new technologies.

Education and Experience Requirements

• Bachelor’s degree in Finance/Accountancy, Business Administration/Management, or equivalent
• At least 3 years of relevant work experience