The purpose of this job is to provide senior-level oversight, expertise, and leadership for the full-cycle processing, reconciliation, and compliance management of student fee, payments, and receivables for the Calgary Board of Education (CBE).
This role serves as a subject-matter expert and lead resource, with primary responsibility for coaching, mentoring, and providing guidance to junior staff, managing complex and escalated cases, and supporting consistent interpretation and application of policies and procedures across schools and departments.
The job carries advanced accountability for the coordination and administration of specialized fee programs—such as Noon Supervision, Transportation, monitoring school-based level Fees, tax receipt issuance, and fee support—where increased financial risk, complexity, and stakeholder impact exist.
This role also focuses on system integrity, process improvement, regulatory compliance, and cross-departmental collaboration, ensuring accurate, timely, and policy-aligned management of student fee accounts while supporting operational excellence and service delivery.
This job is accountable for:
- The accuracy, integrity, compliance, and effectiveness of all assigned financial and administrative functions, with a primary focus on oversight, quality assurance, and resolution of complex or escalated issues.
- Exercising independent judgment, initiative, and professional discretion in interpreting policies, resolving non-standard situations, and providing authoritative guidance to schools and stakeholders.
- Actively coaching, mentoring, and providing ongoing functional leadership to staff, including knowledge transfer, procedural guidance, and support with complex scenarios beyond routine day-to-day mentoring.
- Identifying process gaps, contributing to continuous improvement initiatives, supporting change implementation, and ensuring consistent adherence to CBE policies, procedures, internal controls, and confidentiality standards.
- Processes, verifies, and authorizes complex fee payments, waivers, refunds, and adjustments in accordance with established procedures, ensuring accuracy of source documents, calculations, reconciliations, and data integrity across Student Information Registration System, Transportation System, and related platforms.
- Provides senior-level oversight of payment batch reconciliation activities, validates accuracy and completeness, identifies and resolves discrepancies and exceptions, ensures timely submission to cashiering, and leads the investigation and resolution of complex or escalated reconciliation issues requiring advanced analysis and judgment.
- Coordinates and monitors monthly transactions, ensuring schedule adherence, banking coordination, EFT accuracy, and resolution of payment issues.
- Administers and maintains comprehensive student fee databases, including multi-year outstanding balances, payment histories, compliance tracking, school funding calculations, and legal follow-up for delinquent accounts.
- Manages complex accounts receivable functions, including investigation of overdue accounts, dispute resolution, corrective actions, escalated collections, agency referrals, and recommendations for write-offs or doubtful account provisions
- Prepares financial analyses, detailed reports, and supporting documentation for allowances, reconciliations, audits, and senior review related to all fee categories.
- Prepares detailed explanations of accounts receivable to be written off. Provides detailed explanations in support of the CBE providing for an allowance for doubtful accounts for each fee type.
- Leads and oversees the end-to-end tax receipt process for Noon Supervision services, including establishing timelines and controls, ensuring legislative and policy compliance, validating data accuracy, resolving complex or escalated issues, and providing guidance and direction to staff responsible for issuing tax receipts.
- Provides advanced support to parents, schools, and internal stakeholders regarding fee administration, online payment systems, and accounts receivable matters, including escalation of technical or policy-related issues.
- Provides assistance to schools on all fee related administration matters.
- Processes applications for waiver of board mandated fees including ISM, Music Instrument Registration and Transportation fees. Compiles reports and statistics based on this information. Provides reports to individual schools and Transportation on a monthly basis.
- Tests, evaluates, and provides recommendations on software systems, workflow enhancements, and administrative processes to improve operational effectiveness, reporting accuracy, and service delivery.
- Responds to sensitive internal and external inquiries with professionalism and sound judgment through written, verbal, and electronic communication channels.
- Assists parents in resolving issues with on-line fee payment system (access, viewing, fees owed) and other accounts receivable systems. Escalates unresolved issues to Information Technology department.
- May provide guidance, training, or procedural support to staff and schools on fee administration processes, policy interpretation, and best practices.
- Performs other related senior administrative and financial responsibilities as assigned to support departmental objectives.
Education and Experience
- A minimum of three years of post-secondary school education specific to finance and accounting.
- A minimum of three (3) years of progressively more responsible experience in fee processing and reconciliation.
- Experience in school based and fee managing is an asset.
- A minimum of two (2) years of staff mentoring and training experience.
- An equivalent combination of directly related post-secondary education and directly related experience may be considered.
Demonstrated Skills and Competencies
- The ability to deal with sensitive and confidential issues in a tactful manner.
- Must be able to work with little supervision.
- Demonstrated ability and success in building positive, productive relationships with co-workers, staff, and other stakeholders, combined with the ability to establish rapport and work confidently and effectively.
- Demonstrated interpersonal skills, including excellent verbal and written communication skills.
- Demonstrated strong proficiency in using a variety of computerized applications, information systems, corporate databases, and software such as Microsoft Office suites, and Oracle.
- Demonstrated technical and analytical skills to support the accuracy and high volume of work required.
- Able to effectively handle multiple tasks, maintain schedules, set priorities, and meet tight timelines.
- Demonstrated ability to perform under pressure and the ability to be flexible.
- Demonstrated trustworthiness and integrity.
- Demonstrated strong organizational and time management skills
