Collections Specialist 1 at CORODATA CORPORATION in Poway, California

Job Description:

$17.73 - $22.04 / hour

Reporting to the Accounting Manager, the Collections Specialist is responsible for assisting the Finance department in minimizing the time elapsed between the date invoices are issued and the time payments are collected for the business.  To achieve this, this position will be primarily responsible for contacting clients and collecting payments for past-due invoices. The ideal candidate would be able to everyday operations of high-volume invoice and credit memo creation, payment reminders, collections, investigating and resolving complex unpaid claims, and updating database records.

This position is responsible for reporting and escalating any client payment issues to their manager. Typically reports to the Accounting Manager but may be given direction from the Controller. In addition to efficiently working with the existing client base and accounting team, the Collection Specialist will arrange, monitor, and guarantee accurate account balancing.

This position is an entry-level position. The position may participate in weekly team training.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Collections Duties:

·       Contact customers to obtain payment (check, credit card, ACH) on delinquent invoices (min 30 outgoing calls/day and/or 150 calls/week).

·       Enter detailed collection notes into collections software programs.

·       Prepare and send an applicable series collection letter to clients.

·       Ensure timely email notification to Manager and applicable management when client payment issues arise (i.e. disputes, payment refusal, and bankruptcy) and assist with a prompt resolution.  Report unresolved issues at monthly AR meetings. 

·       Complete and submit adjustment forms, including the monthly recurring bankruptcy and write-off lists that are sent to the Accounting Manager.

·       Recommend to manager accounts that are to be sent to a third-party collection agency. and document all activity in applicable software applications (i.e. Collections Program, Great Plains, tracking log).

·       Send invoice copies to clients upon request.

·       Respond to operational service requests for any accounts on the Hold List report.

·       Host and lead monthly AR meetings and report progress on collections by account.

·       Manage and process destroy notices.  Secure and safeguard documentation.

·       Responsible for updating expired/denied credit cards and NSF follow-up.

·       Review and provide collectability estimates/comments on the over 90 aging for bad debt reserve review purposes (minimum 2 per year).

 

Customer Relations:

·       Must follow all confidentiality rules regarding customer information.

·       Assist with client inquiries and answer client questions regarding payment history/balance, account updates (email address changes), and customer service issues. 

·       Address client issues such as misapplied payments, short payments, bankruptcy, and declined credit cards. 

·       Use a high level of professionalism in verbal and e-mail communication, always seeking to be helpful, focusing on problem-solving, and arriving at a win-win interaction.

·       Build solid relationships with clients by providing excellent customer service.

·       Handle customer complaints in a timely manner and escalate any pertinent matters to their Manager.

·       Promote Corodata’s Mission and Vision Statements.

Special Projects:

·       Participate in process improvement projects as needed.

·       All other duties as assigned based on business needs.

Training:

·       Participate in ongoing training and may assist with training of new employees through cross-functional collaboration between departments/locations.

·       Participate in Six Sigma projects, as required to improve processes and efficiencies.

·       Promote Corodata’s Mission and Vision Statements.

·       Continuously promotes compliance with company policies and procedures.

Safety:

·       Ensure the highest standards of safety, productivity and customer service are exceedingly daily.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

COMPETENCIES:

1. 
   ORGANIZATION SKILLS - Organization skills with ability to manage multiple assignments and tasks, including attention to details, and the ability to prioritize in a changing environment.

1.     LANGUAGE SKILLS - Ability to read and interpret documents written in English such as manuals, procedures, work instructions, and timesheets.  Ability to effectively communicate well with customers and coworkers.

2.     MATHEMATICAL SKILLS - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

3.     REASONING ABILITY - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

4.     OTHER DUTIES:

a.     Exceptional problem-solving abilities.

b.     Ability to meet deadlines.

c.     Knowledge of Generally Accepted Accounting Principles.

d.     Ability to exercise independent judgment.

EDUCATION and/or EXPERIENCE:

Required:

1.     High School diploma or GED.

2.     One to two (1-2) years experience in accounting or customer service field.

3.     Must have excellent computer skills, including advanced knowledge of Microsoft Excel and proficiency in other Microsoft Office applications.

Preferred:

1.     Bachelor’s degree in accounting, finance, or a related field.

2.     Accounting/business experience, dealing with a fast-paced B2B collections environment in a service-based industry.

3.     Experience with Great Plains software.

4.     Experience with process improvement teams.

PRIMARY LOCATION:

Poway, CA.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Individuals are required to be able to sit or stand for long periods as needed throughout the day. 

1.     Walking: May require walking primarily on a level surface but may include walking on uneven or inclined surfaces for lengthy periods throughout the day, often up and down stairs.

2.     Handling: Seizes, helps or works with hands.

3.     Lifting: Proper lifting techniques required. May include lifting up to 25 lbs.

4.     Reaching: Extends hands and arms in any direction, reaching above shoulder heights, below the waist or lifting as required.

5.     Standing: Remains in standing position if required to perform various functions of the job.

6.     Stooping: Bends body downward and forward by bending at knees or waist, including but not limited to, twisting, kneeling throughout the day.

7.     Vision: Reads paperwork and records on the computer.

8.     Talking: Communications by phone and in person.

9.     Sitting: Sits at desk.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This list is not all inclusive.

1.     Temp/Weather: Works in either 1) Office environment – for the most part ambient room temperatures, lighting, and traditional office equipment, or 2) Warehouse – may be exposed to cold temperature, or 3) Outside – may be exposed to wet and/or humid conditions, outside weather conditions and extreme cold.

2.     Noise: Works in office, warehouse or outside environment, with constant or intermittent noise.

As the company grows, it may be necessary to rearrange/move cubicles at any time at the sole discretion of the company.

POSITION TYPE/EXPECTED HOURS OF WORK:

1.     This is a full-time, non-exempt position.

2.     All overtime must be approved by manager in advance.

3.     Employees might be required to work late evenings or weekends depending on the business needs.

TRAVEL:

None.

AAP/EEO STATEMENT:

The Company provides equal employment opportunities to all employees and applicants for employment activities and prohibits discrimination and harassment of any type, based on their actual or perceived: race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status (including registered domestic partnership status), sex and gender (including pregnancy, childbirth, lactation and related medical conditions), gender identity and gender expression (including transgender individuals who are transitioning, have transitioned, or are perceived to be transitioning to the gender with which they identify), age (40 and over), sexual orientation, Civil Air Patrol status, military and veteran status and any other consideration protected by federal, state or local law (collectively referred to as "protected characteristics").

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

REASONABLE ACCOMMODATIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

Required

• High School or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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