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Collections Representative

3 months ago

Pomona, United States Cal Poly Pomona Full time

**Collections Representative**:
**Job no**: 539681

**Work type**: Staff

**Location**: Pomona

**Categories**: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Finance/Accounting, Probationary, Full Time, On-site (work in-person at business location)

**Type of Appointment**: Full-Time, Probationary

**Collective Bargaining Unit**: California State Employees of California (CSUEU) - Unit 7

**Job Classification**: Collections Representative II

**Anticipated Hiring Range**: $3,680 per month

**Work Hours**: Monday - Friday 8:00 am - 5:00 pm

**THE DEPARTMENT**

Student Accounting and Cashiering Services (SACS) is responsible for administering and oversight of student accounts. This includes the accurate posting of charges for tuition and fees, housing, parking, etc., through the PeopleSoft Financials Module, as well as payment posting via the Transact and TouchNet Systems. This includes ensuring that accurate tuition, registration, housing, parking, and other fees are accurately calculated.

SACS is responsible for ensuring payments are processed accurately and timely, holds placed on past due

SACS works closely with the Financial Aid Office and the Registrar's Office to ensure that the disbursement of financial aid and enrollment are appropriately coordinated. In addition, SACS works closely with many of the areas on campus to ensure that monies are being properly collected and accounted for, such as the General Accounting Office, Associated Students Inc., the Office of Continuing Education, Housing, and various other satellite offices that collect cash. SACS ensures that its activities comply with Federal and State regulatory requirements including privacy, and adherence to payment card industry standards and provides all accounting functions are up to par with the generally accepted accounting principles and applicable government accounting standards.

**DUTIES AND RESPONSIBILITIES**
- Collection of all Accounts Receivables which includes the following:

- Perkins Loans - Ensure that each borrower who is in default is contacted regarding the status of the delinquent account; works directly with the borrower to try to bring the account.
- The incumbent works with Chancellor’s Office personnel as required on matters concerning the loan programs; works effectively with delinquent borrowers to evaluate financial situations and to establish the University’s needs in fulfilling obligations to the Federal programs, without neglecting the rights and obligations of the borrower. Coordinates the Entrance Interview process, including Promissory Note and Loan Disclosure checklist controls and Exit Interview completion.
- Submit and reconcile loan advances to the billing service. Coordinates and maintains manifest controls for the Department of Education Loan Consolidation Program.
- Reviews and audits loan billing service monthly management reports. Coordinates student accounts receivable's monthly billing process and makes recommendations for change as needed.
- Other A/R activity includes:

- Tuition & Fees, Housing, CEU, the bookstore and others.
- Activities include the processing, analyzing and troubleshooting of student A/R's for accuracy of the Credit History, oversight of the monthly process which includes collection letters; coordination with other campus departments; and assignment of delinquent accounts to collections.
- Examines collection agency disputes and provides necessary supporting documentation as required.
- The incumbent is responsible for reviewing monthly collection agency reports; ensuring the correct updating of addresses; processes returned students, bankruptcies, and payments from the collection agency.
- Is responsible for processing past due accounts to the State Franchise Tax Board (FTB) and processing received payments.
- This position requires independent decision-making and effective communication skills. This includes effectively communicating with external agencies and in particular our external agencies such as the various collection agencies, ECSI, Transact, etc. to ensure that commission costs, invoices and reimbursements are processed timely.
- Thorough knowledge of federal, state, and university policies, procedures, regulations, and guidelines:

- Respond to inquiries regarding account status and resolve discrepancies: set up repayment schedules, compute interest charges.
- Process payments: inform billing service of changes and corrections and audit billing agency report to verify that they have been made.
- Reconcile and verify account balances.
- Maintain records of activities performed on each account; locate lost borrowers.
- Release holds when accounts have been brought current; close accounts that have been paid in full.
- Prepare accounts to be forwarded to outside agencies, process disability, death, and bankruptcy cancellation claims.
- Prepare paperwork for small claims or bankruptcy action.
- Assists with the Accounts Receivable