4037 Collection Coordinator

POSITION IDENTIFICATION

TITLE Collection Coordinator

CLASSIFICATION NUMBER 4037

GRADE 44

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Controller

MAJOR ADMINISTRATOR Chief Financial Officer  

GENERAL FUNCTION

The Collection Coordinator performs professional and managerial work pertaining to the development, implementation, and coordination of procedures related to the collection of amounts due the University from students, faculty, staff, and outside parties.  The Collection Coordinator performs accounting functions that require a thorough knowledge of departmental operations and policies and may perform various accounting functions related to the recording and collecting of money due the University.  The Collection Coordinator oversees compliance with federal regulations related to Perkins loans and advises students in meeting financial responsibilities while remaining enrolled.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A high school diploma or the equivalent is required; a Bachelor's degree with emphasis in Business or a related area is preferred. Six credit hours of college-level accounting courses is preferred. 

Experience: At least five years of work experience in collections, university or governmental experience assisting in the application of policies, or paralegal experience is required. 

Skills:  The ability to communicate effectively, both in writing and verbally, is required.  A high aptitude for accounting and/or math is required.  Must be computer proficient and have the ability to learn and use a variety of computer applications.  An aptitude in understanding computerized records is required.  The ability to demonstrate a professional image of the University in its debt collection effort is required.  The ability to guide and assist students in remaining enrolled while complying with University policies is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Manages collection efforts related to University receivable system (both West Plains and Springfield campuses) and Perkins Loan program by understanding the accounting procedures and requirements pertaining to the University's accounts receivable system and Perkins Loan system and how they are integrated with the other University systems, reviewing past due accounts to determine appropriate action, consulting with members of the University community regarding the status of past due accounts, and assuming responsibility for effective follow up on past due accounts.

2. Oversees and coordinates with the Perkins Loan servicing vendor by supervising the cancellation, deferments, and other procedures required for due diligence for future collection of Perkins Loans.

3. Reduces the likelihood that the University will extend non-collectable short-term loans by determining approval and denial of short-term loans based on credit history of students.

4. Promotes a professional image of the University in its debt collection effort by maintaining a good rapport between the University and the students, alumni, and friends, guiding and assisting students to meet their obligations while remaining enrolled at the University, and performing all collection functions in compliance with University policy.

5.  Prevents institutional liability in the administration of the Perkins Loan program by understanding and following the procedures required in maintaining due diligence for future collection of the Perkins Loan, ensuring that relevant federal regulations are followed, and advising the clerical support staff of changes in policies and procedures regarding the program.

6. Coordinates the maintenance of collection files by following University procedures for the recording and filing of both written and personal communications with debtors regarding their delinquent accounts.

7. Coordinates legal action which might be undertaken as part of the collection process by working with the University’s legal counsel and by understanding the current federal regulations.

8. Assists in the preparation of the University’s case for debt collection in small claims court and other collection courts by reviewing the files of debtors and working with the University’s legal counsel.

9. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

10.  Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Controller.

11. Contributes to the overall success of the Office of Financial Services by performing all other duties and responsibilities as assigned.

SUPERVISION

The Collector is supervised by the Controller and supervises accounting clerks and students on a regular basis, as well as part-time/temporary employees, when necessary.

OFFICE OF HUMAN RESOURCES

REVISED DECEMBER 2015

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.