Manager, Billings and Collections

**Methodist Ladies’ College**

**Position Description
**Position: Manager, Billings & Collections**

**Reports to: Finance Manager**

**Department: Corporate Services**

**Date: February 2021**

**Direct Reports: Administrative Assistants x 2 (0.8 each), Family Accounts
**At MLC, we are committed to providing a challenging, enriching and

supportive learning environment, which develops confident and articulate

young women who have the skills, knowledge, values and attitudes needed

to shape their future and contribute meaningfully to the international

community.

MLC is committed to providing an environment where diversity is valued and

differences are recognised and respected.

**Primary Purpose**

The Manager, Family Accounts is responsible for the efficient and effective

operation of the Family Accounts department, including online Family Billing

and Receipting processes for the College, maintenance of the database of

family records and extensive liaison with families and multiple MLC

departments. The role includes accurate and timely running of the online

billing cycles (4 times p.a.), collection of payments, following up all

outstanding debts, recommending actions to settle such debts, assisting with

the management of payment plans as negotiated with the Director of

Corporate Services, and continuing to enhance and improve practices of the

department.

This position reports to the Finance Manager, who reports to the Director of

Corporate Services.

**Position in Context**

Methodist Ladies' College is one of Australia’s most respected and innovative

schools, with over 2,100 students from our Early Learning Centre (MLC Kindle) to

Year 12, including international students and boarders. MLC is a technology rich

environment, teaching staff and students from Prep have their own

iPads/notebook computers.

The College has over 800 staff, more than 650 volunteers and over 30,000 old

Collegians. With an average of 2,000 families on our books each year, the

Manager’s role requires excellent communications skills, and a high degree of

accuracy with close attention to detail.

This position forms part of a team of eight employees in the Corporate

Services Finance function including the Finance Manager, Financial

Accountant, Accounting Administrator, Accounts Payable Supervisor,

Accounts Payable Assistant. Two part-time Administrative Assistants report

into this position.

**Confidentiality**

The Family Accounts Manager acknowledges that this position has access to

confidential and sensitive information and understands that maintenance of

strict confidentiality of financial and student/family details held by the

College is of critical importance.

**Major Duties and Responsibilities**

**Management of the Department**
- Manage the operations of the department and the work of the 2 staff

members, planning the work to achieve a balanced workload

throughout the year
- Manage the relationship with departments that rely on the processing

of items within the Family Accounts Department, including Admissions,

Development Office, Parent’s Association, PE, Music, Sport
- Maintain the integrity of the data stored in the TASS system
- Analyse multiple sources of information and evolve processes to

increase their efficiency and effectiveness in order to achieve

operational excellence
- Identify opportunities for system and process enhancements that

affect a smoother flow of data into the department and a more

efficient input to the database.
- Project manage small projects (including staff from other departments)

to deliver change and improvements to processes and the use of the

TASS system.
- Analyse and report on the operations and efficiency of the

department processing.

**Management of Billing Cycle**
- Run the online billing cycles in an accurate and timely manner
- Manage the loading of charges onto family accounts
- Process payments
- Load invoices to MLC’s parent portal
- Monitor the financial aspects of student withdrawal and enrolments

during the year, including liaison with other departments and Schools’

offices to ensure integrity of documentation and clarity of decisions.
- Process account adjustments as applicable
- Liaise with families regarding fees and ensure timely follow up of all

outstanding accounts recognising the values of the College whist

ensuring strong collections.
- Provide Director of Corporate Services, with recommended actions to

settle outstanding accounts e.g. payment plans, legal action,

discounts etc..
- Maintain and monitor all families with agreed payment plans
- When appropriate arrange and oversee any referrals for legal action
- Maintain and monitor all families referred for legal action ensuring

contact is consistently maintained with the lawyers
- Maintain and administer any government subsidy/family assistance

payments, including Abstudy.
- Manage communication with, and processing of, agreements and

payments from families wh