Job description:

Business Title: Accounts Receivable Officer

Position Purpose The purpose of this position is to:

• Be responsible for the accurate and efficient management of

Accounts Receivable Debtors to reflect the University income.

• Be responsible for the accurate and efficient processing of

invoices/credit notes and debt collection in accordance with the
University Debt Policy and Procedures.

Department: Finance
Location: Palmerston North

Reports to: Team Leader - Accounts Receivable and Treasury
Delegations: None
Job Title: Accounts Receivable Officer

Key relationships: Internal

Key contacts of Schools/Institutes in Colleges and Departments
People and Culture (Human Resources)

ITS Application Support
Finance

External
Students
Debt Collection Agency
Sponsors
General Debtors

Context: We are a world-leading university in many academic disciplines and fields
of research. Our point of difference is research that is connected to
Massey University community and industry. Our researchers are developing expertise and
skills to advance human knowledge and understanding. Working together
across disciplines and locations, we solve national and global problems
through fundamental, applied and interdisciplinary research, while
culturally and artistically enriching our world.

We are deeply committed to be a Tiriti-led university, demonstrating

authentic leadership in contemporary Aotearoa New Zealand as we

uphold Te Tiriti o Waitangi, the founding document of our nation, and its

principles through our practice. We embrace this not just as an obligation

but as a real opportunity for the nation and its people.

Our educators are preparing a new generation of global leaders. Our

students are diverse and are attracted to Massey because they want to

achieve their personal goals or make their mark in the world. They

experience world-class learning that recognises their intellectual and

cultural strengths, expands their horizons and prepares them to

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contribute to a rapidly transforming world with skills, critical and creative
thinking and leadership.

We will be renowned for our passion and caring attitude. All Massey

campuses will be innovation ecosystems, acting as magnets for smart

enterprises. Wherever we are, we will operate in partnerships founded on

respect, trust and mutual benefit. Massey is not only defined by what we

do, but by how we do it.

About this department
Financial Operations is made up of four areas of responsibility:

• Accounts Payable - receipt of and timely payment of invoices;

• Review activities - exception reporting and review of certain

Policies and Procedures in relation to expense management and
sensitive expenditure;

• Treasury - ensuring all monies received on behalf of the

University are accounted for; and

• Accounts Receivable - accurate and efficient processing of

invoices and credits and debt management.
Massey core capabilities


At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice, We:

• Demonstrate awareness Of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand

society

• Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and

the people we serve.

• Embracing Te Reo in relevant and practical ways in our workplace interactions and

engagement with external stakeholders, giving expression to Tikanga Mäori and protocols

that demonstrates that we respect and value Maori conventions in appropriate settings.

At Massey we work together with mutual respect and caring. We:

• Act with integrity and trustworthiness and give credit to others for the work they do.

• Work cooperatively and inter-dependently to foster and promote the One University approach

• Share knowledge and communicate professionally with courtesy and mutual respect.

• Are ethical in all transactions, working within the parameters of our policies and procedures.

• Are direct, truthful and maintain confidentiality.

• Seek to understand and appreciate our differences.

• Keep ourselves and others safe; work together to embrace with the University's health, safety

and wellbeing policies, procedures and programmes; display commitment by actively

supporting all safety and wellbeing initiatives: and by actively engaging in health and safety

improvement opportunities.

At Massey we are future-focused, results- oriented and strive for excellence. We:

• Take ownership and responsibility for delivering results to support achievement of

• University objectives.

• Provide the best quality services to our customers (internal and external) ensuring our

students/ stakeholders are at the heart of everything we do.

• Deliver or support world-class research, teaching and learning and citizenship.

• Take personal responsibility for our performance, take pride in doing our job well, and commit

to ongoing personal and professional development

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• Are motivated and create a positive working environment where our values are reinforced.

• Anticipate and respond with agility and resilience to the changing needs of the University and

the communities we serve.

• Seek ways to improve our services to deliver in an efficient and effective way.

• Embrace technology and apply this innovatively to better meet the needs of those we serve.

• Challenge ourselves to reach our potential and help bring out the best in others.

• Understand how what we do contributes to the objectives of the University.

Accountabilities

Accountability 1 Service Delivery

• Management of student and general accounts

• Management of student and general debt in line with relevant

policies and procedures

• Monitor debtors placed with the Debt Collection Agency

• Assist with the account management of Specialised Programmes

• Ensure the accurate generation of monthly statements

• Participation in the relevant working groups (as required)

• Allocate unapplied credits and arrange refunds as necessary

• Prepare and process Accounts Receivable Journals

• Contribute to the completion of the Monthly Internal Control

Checklist

• Involvement in formal Accounts Receivable training of department

administrators

• Other duties as directed by the Team Leader

Accountability 2 Customer Service

• Maintain a high customer service experience by being as accurate

and timely as possible

• Develop relationships with the Accounts Receivable team, the wider

Finance team and University departments in order to meet or
exceed the needs of customers

• Maintain an excellent knowledge of financial processes, policies and

procedures

• Ensure all student/customer feedback and complaints are recorded,

managed and/or escalated as appropriate

• Assist with internal/external audits as required

Accountability 3 Continuous Improvement

• Work with the Team Leader to identify and implement opportunities

to standardise and optimise processes to improve customer service.

• Review processes in line with any internal/external changes

required, and making sure the process documentation reflects the
changes, and all parties are informed of any changes they need to
make to implement positive change

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Qualifications and Experience

Qualifications: A qualification in an appropriate financial field is desirable but not
essential

Experience: • Previous experience in Accounts Receivable and Debt Management
preferably in a large organisation, is essential

• Good working knowledge of GST compliance is desirable

• Experience with University processes is desirable

• Experience with financial systems, particularly TechnologyOne, and

Student Management Systems is desirable.

Capabilities: Behavioural

Accuracy and Attention to • Processes large amounts of detailed information with good
Detail accuracy.
Essential • Utilises specific approaches and tools for checking and cross-
checking outputs.

• Develops and uses checklists to insure that information goes

out error-free.

• Accurately gauges the impact and cost of errors, omissions,

and oversights.

• Learns from mistakes and applies lessons learned.

Communication • Written and oral communications that produces clear and
Essential complete communication for stakeholders

• Analyses audiences to understand their composition and

perspectives.

• Recognises which communications need to be formalised to

provide clarity, including when escalation is required.

• Confirms understanding by restating others' positions.
• Adapts listening and facilitation styles to others'

communication styles.
Continuous Transformation • Implements new systems, procedures and tools efficiently
Essential when changes occur in the work environment.

• Adjusts current working processes or adopts new approaches

in response to changes in the business environment.

• Seeks challenging opportunities or assignments to grow and

develop one's own knowledge, skills and abilities.

• Explains lessons or experiences learned from mistakes and

failures as well as successes.

• Communicates and analyses assumptions about a particular

issue with colleagues to gain new perspectives or more effective
solutions.
Interpersonal Relationships • Works with key stakeholders internally and externally. Applies
Essential confidentiality when required.

• Adapts interaction style appropriate to different situations and

people.

• Identifies roles and responsibilities for self and others.
• Demonstrates an understanding of alternative points of view.
• Explains impact of interactions with individuals and groups.

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Results Orientation • Maintains focus on critical work standards and expectations.
Essential • Able to track and complete agreed work in planned
timeframes.

• Takes responsibility for escalating issues that impact on

planned work and outcomes.

• Documents how results were obtained to support knowledge

transfer and best practices.

• Helps others drive tasks to completion as appropriate.

Service Excellence • Provides direct service to internal or external stakeholders
Essential • Provides a quality of service that stakeholders describe as
excellent.

• Able to respond to common stakeholder queries and problems

or escalate if required.

• Responds to unexpected stakeholder requests with a sense of

urgency and positive action.

• Provides a level of customer centric service excellence that

contributes to the departments objectives.
Capabilities: Technical

Priority Setting • Performs at least 2-3 concurrent activities without reducing
Essential productivity.

• Completes current work according to assigned priorities.
• Recognises changing demands and priorities; validates changes

with management.

• Responds to day-to-day operational priorities while still making

progress on project work.

• Obtains information about how current assignments

contribute to organisational goals.
Problem Solving • Uses fact-finding techniques and diagnostic tools to identify
Essential problems.

• Identifies and documents specific problems and resolution

alternatives.

• Uses initiative to develop alternative techniques for assessing

accuracy and relevance of information.

• Helps to analyse risks and benefits of alternative approaches

and obtain decision on resolution.

• Examines a specific problem and understands the perspective

of each involved stakeholder.
Information Capture • Fulfils routine information capture needs in own area with
Desirable accuracy, efficiency and attention to detail.

• Follows defined procedures to document all routine

information.

• Identifies relevant established standards, policies and

practices.

• Cites examples of different types of relevant information that

need to be captured.

• Uses automated tools to capture, organise and archive

relevant information
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Customer Service • Ensures identification of customer needs and priorities.
Management • Able to advise of issue escalation process for unresolved issues
Essential • Facilitates the resolution of customer queries, issues, or
concerns.

• Updates appropriate database with information required to

provide best ongoing service
Accounts Receivable • Maintains accounts receivable records as a regular part of daily

Desirable work and ensures that the Customer Management System is
Essential updated to reflect all interactions with students

• Ensures major types of accounts receivable transactions, which

includes monitoring outstanding accounts and ensuring that any
non-paid accounts, are followed up within the agreed timelines.

• Implements current accounting practices and closing cycle

procedures and requirements.

• Ensures the correct processing of payments, credits, debits and

adjustments

• Assist in continuous improvement of accounts' receivable

processes.

• Prepares miscellaneous or special invoices

. General Computer Proficiency • Ability to learn and use core Massey University systems

• Technology/Digital Literacy • Proficient in the use of Microsoft Word, Excel, and Outlook •

Essential Developing proficiency in the use of SharePoint (Create new,
open, edit, save) and Microsoft Teams.

• Performs file management tasks such as folder management

and controlled document administration.

Pre-employment checks


Pre-employment
checks: • Requirement to pass a Criminal and Traffic Convictions (Security)

Check performed by the Ministry of Justice.

Requirement

• Requirement to pass a Credit History and No Asset Procedure

(NAP) Credit History Check performed by Equifax.

• Requirement to pass a Qualifications Validation Check

performed.

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