Position Type: Permanent Part-Time | Position Title: Accounts Receivable Administrator | Location: Tamworth | Load: Permanent Part-Time 0.4 FTE

TYPICAL REPORTING LINES

• Reports to: Financial Controller

• Direct Reports: None

• Liaises with: CEO, Business Manager, Principals, Finance Committee of the School Board

CLASSIFICATION & COMMENCEMENT

Classification: Clerical and Administration Level 3.1 to Level 4.3 of the Independent Schools NSW (Professional and Operational Staff) Cooperative Multi-Enterprise Agreement 2025, depending upon experience and skills. Commencement Date: This role will commence from January 2027

QUALIFICATION / DOCUMENTATION REQUIRED

• Valid working with children check

• Equivalent Certificate III in Business Administration or Equivalent Experience

• Reference from Current Minister
  
  

OBJECTIVES OF POSITION
Ensure the timely collection of school fees to meet established collections targets and ultimately support the operations of the school by contributing to a stable cash flow.

BACKGROUND TO THE POSITION 
Carinya is committed to providing quality, Christ-centred education, which requires prudent management of its financial resources. These resources not only support day-to-day operations but also fuel the strategic initiatives crucial for the school’s long-term success. The role of the Accounts Receivable Administrator is critical in this financial ecosystem. They are responsible for assisting the team in accurate invoicing of school fees, which account for approximately 19% of our total income and supporting parents in managing payment schedules, tracking overdue School Fees, preparing letters for overdue accounts, and reporting to the School Board’s Finance Committee through the Business Manager. This role reports to the Financial Controller and is a valued member of our Accounts office.

MISSION
Engaging as a community to discover the world made through Jesus for His glory.

VISION
Provide quality, Christ-centred education at Carinya Tamworth in partnership with parents. Teaching and Learning is the core business of the school and the means in which we discover and engage in God’s world.

PREAMBLE
At Carinya, Jesus Christ, the creator of the world, is central to everything done at the school. The essential elements of the educational process: the home, the learner, the curriculum and the teacher are interpreted in a framework based on an understanding of the person and authority of Jesus Christ. At Carinya, we believe in a Christ-centred view of the Child, a Christ-centred view of the Curriculum, a Christ-centred approach to teachers and Christ-centred Education.

The pedagogy of the School is framed by the understanding that each student has intrinsic value as an individual, made in the image of God and as the unworthy recipient of God's grace and by the skills, talents and abilities available to them. Those truths permeate every subject and classroom, every activity the School undertakes, and are embedded in the formal structures of the School's educational processes.

It is vital that every staff member embraces this educational philosophy. This involves a personal faith in Jesus Christ and a commitment to modelling Christ-like behaviour to all, both within and beyond the School community.

PREFERRED EXPERIENCE AND SKILLS

It is preferred that staff who fill this position have specific prior experience or skills: 

• Experience with the Accounts Receivable function in a medium to large enterprise

• Experience in the Education Sector helpful but not essential

• Demonstrated ability to have difficult conversations

• Attention to detail

• Problem-solving skills

• Communication skills

• Time management

• Privacy and confidentiality

RESPONSIBILITIES

1. Part of team invoicing of school fees, receipting of payments, and preparation of credits for families leaving the School

2. Establish and maintain payment schedules for school fees on behalf of families

3. Maintain systems to record and forecast the timing of school fee payments on a weekly basis

4. Maintain systems to report upon the collection of school fee payments to the Finance Committee of the Board on a monthly basis

5. In accordance with the schools policies and procedures, action overdue accounts for current and left families to expedite the collection of outstanding school fees

TASKS AND DUTIES

1. SCHOOL FEE INVOICING

   • Using the TASS.Web system, enter charges and credits based on enrolment details and the annual fees and charges.

   • Issue fee account statements to parents/carers via email.

   • Publish fee account statements to parents/carers via the parent lounge.

   • Ensuring accuracy and completeness of fee invoices before distribution.

   • Respond to parent questions and enquiries concerning fee account statements.

   • Setup and maintain payment schedules through Parent Lounge

2. RECEIPTING OF PARENT PAYMENTS

   • Reconciling fee payments received via School Easy Pay, online, Direct Deposit, and cash payments with parent records.

3. SYSTEMS ADMINISTRATION

   • Record the outcome of scheduled payments on a week-to-week basis

   • Report on the fees collection status and overdue fees

4. COMMUNICATIONS

   • Produce and distribute written communications to parents in a timely and professional manner so that all parents remain up to date and informed as to the status of their account. 

   • Using existing procedures and established communication strategies work with existing and left families to pursue the payment of overdue accounts.

   • In accordance with instruction received from the Financial Controller or Finance Committee, refer left families to collection agencies for the payment of overdue accounts.

5. ACCOUNTS TEAM MEMBER

   • Generally acting as a member of the accounts team including triaging phone calls and in person enquiries and providing assistance relative to experience and understanding of accounts processes.

   • Assisting team during periods of staff leave