The Manager, Billing and Accounts Receivable oversees the billing and receivable functions and delivery of related services for the Law Society. This position is responsible for accuracy in reporting, improvement of processes, implementation and enforcement of policies and procedures, as well as streamlining effective billing and accounts receivable processes across the organization.
A university degree in business (e.g. BCom or HBA) and/or active progression in the CPA Professional Education Program or equivalent education.
Minimum of 5 years previous related experience in accounting, billing and accounts receivable management. At least 2 to 3 of those years should be which are working in a managerial or supervisory capacity.
Thorough knowledge of billing, accounts receivable, collections, cash management, internal controls, and general accounting.
Thorough knowledge of relevant Law Society Act, Rules and By-laws.
Thorough knowledge of membership, suspension and customer service processes.
Speaks and writes in a clear, articulate manner for individual and/or group situations.
Reasons through highly complex spoken and written information.
Solid understanding of project management and/or leading change initiatives.
Thorough knowledge of personal computers, AS400, Infinium (other Billing and AR systems) and other applications related to a computerized accounting environment, particularly the use of spreadsheet analysis tools (Excel) in support of the finance function, Outlook and Word.
Thorough understanding of the impact of technology on the billing and accounts receivable functions, particularly with respect to analysis and presentation of financial information and reports.
Solid understanding of data mining and reporting technology such as Cognos, Crystal Reporting or Showcase.
Client / Customer Service Delivery
Manages and determines operational priorities and plans for the Billing and Accounts Receivable functions.
Develops and implements billing, accounts receivable, and suspension processes with Law Society client departments and divisions.
In collaboration with the Director, Accounting, provides guidance to Finance employees and client departments with respect to Law Society financial policies and internal controls.
Produces suspension orders and accompanying list(s) of licensees for suspension for certification by the Executive Director, Finance & Chief Financial Officer (“CFO”) and distributes to managers of other departments involved in the process in accordance with Law Society guidelines and By-Laws.
Establishes procedures with appropriate internal controls, and develops systems/processes to support the billing, accounts receivable, collections, and suspension processes.
Responsible for managing the annual schedule of events that sets out responsibilities for both Finance and other Law Society departments associated with the annual billing of 65,000 lawyers and paralegal licensees, professional corporations, certified specialists, and the Law Society referral service.
Collaborates with other managers, stakeholders, and client groups to ensure the veracity of the licensee suspension process, including the production of certificates used to substantiate the suspension process.
Monitors licensee fee payments and status, verifies information related to arrears and nonpayment, in accordance with Law Society guidelines and procedures.
Develops, and ensures adherence to processes related to the accuracy, integrity, and security of financial and payment information.
Hires, trains, develops and evaluates Billing and Accounts Receivable staff and is responsible for a full range of human resources decisions including performance management, training & development and compensation.
Fosters a team environment by modeling leadership behavior, and empowering employees.
Manages the billing and collection of approximately $100 million in license fees from 65,000 Lawyer and Paralegal licensees.
Verifies the accuracy, and appropriateness of accounts receivable related journals, invoices, and adjustments, while ensuring compliance with Law Society by-laws, policies and internal controls.
Approves and posts obligation batches.
Oversees the administration of the Law Society monthly and annual pre-authorized payment programs.
Analyzes discrepancies between accounts receivable sub ledger and general ledger balances, verifies licensee account statuses, and monitors the collections process.
Conducts the monthly annual license fee billing process for new licensees, including fee calculations, publishing of invoices to licensee Portal accounts, and drafting of communications to licensees and internal stakeholders.
Reviews and approves the daily deposit, which can range from $10,000 to over $5,000,000.
Works closely with external auditors including providing reports and documents for substantive testing.
Performance Goals, Targets and Standards
Establishes and monitors performance goals, develops measurement metrics and monitoring systems to ensure targets and standards within the Billing and Accounts Receivable functions are met, and engages staff in continuous training, development and performance improvement initiatives.
Monitors work processes and procedures, in conjunction with the Director, Accounting reengineers work processes within the area, and establishing new processes and protocols as goals and targets shift with new Law Society and Convocation initiatives.
Special Projects and Initiatives
Initiates, plans and coordinates work activities in order to carry out a variety of ongoing and special projects, including continuous development and improvement of billing, receivable and collection systems and procedures.
Takes a lead role in ensuring accuracy, integrity and professionalism in billing, receivable and collection procedures in departmental, divisional and special project initiatives.
Participates on broader Law Society led projects working collaboratively with members of other divisions.
Works with the Director, Accounting to proactively investigate and recommend procedural and technological solutions to billing and accounts receivable processing needs, particularly in relation to automation of procedures and internal controls.
Formulates recommendations for process improvements and implementation.
Actively collaborates with other members of the Finance management team, coordinating and participating in department wide projects and facilitating the change management process, particularly the integration of technology to financial accounting and management best practices.
Actively participates with other members of the Law Society on corporate initiatives, contributing to projects and communicating best practices and processes for the accuracy and integrity of internal controls, accounting procedures and financial reporting.
The requirement to maintain a high standard of commitment, ethics, respect, care in service delivery to clients (internal and/or external).
Communication and Interpersonal Skills
The requirement to structure and deliver effective verbal and written communication with clients, staff, licensees, the public, and others in a non-threatening and constructive way.
The requirement to share responsibility for the achievement of team goals and the associated behaviours required for individuals to contribute effectively in a team environment.
The requirement to demonstrate an attitude that consistently strives to improve a standard of excellence for one’s self and for the benefit of the organization, its licensees and stakeholders.
Problem Solving and Judgement
The requirement to identify and analyze problems, determine root causes, evaluate alternative solutions and take and/or recommend appropriate solutions.
Technical Competence / Professional Knowledge
The requirement to apply knowledge and skills to carry out the work and/or provide advice. This also includes the quality of advice given, as well as the requirement to make decisions in the best interests of the organization as a whole.
The requirement to work towards and embrace change in the workplace.
The requirement to behave with integrity, credibility and honesty when dealing with others, as well as the requirement to grow and develop employee capabilities.