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ACCOUNTS RECEIVABLE/COLLECTION ANALYST

Position #8185

Principle duties and responsibilities:  prioritize tasks and responsibilities and summarize them below.

• Performs ongoing analysis of accounts receivable, revenue, and other non-academic related data by using Query Builder and Colleague standard financial reports.

• Designs, implements, and maintains queries and/or reports to perform academic program(s) profitability analysis on an ongoing basis.

• Performs in-house collection processing for student (credit and continuing education), sponsor (third-party non-contract training), contract, and general accounts receivable accounts.  This process includes the individual validation of all outstanding balances.  In addition, the process requires the maintenance of Colleague screens and telephone contact, as appropriate.

• Responsible to ensure that collection criteria are satisfied in order to forward delinquent accounts to the proper collection avenue.

• Prepares delinquent accounts for transfer to an outside collection agency and/or Maryland State Central Collections Unit. 

• Serves as the college’s liaison with outside collection agencies and Maryland State Central Collections Unit for routine processing.

• Provides monthly aging reports and analysis for accounts receivable to the Senior Director of Financial Services and other college departments, as appropriate.

• Prepares and performs the monthly general ledger reconciliation of student, sponsor, contract and general accounts receivable. 

• Prepares and performs the monthly general ledger reconciliation of department, student and contract College store charges.

• Prepares and mails the monthly accounts receivable past due billing statements according to the college billing calendar and approved collections processes.

• Prepares and mails student prospective invoices according to the college billing calendar and approved billing processes.

• Secure32 (secured check printing) system and system security administrator.  This includes:

◦    The creation and maintenance of full system documentation related to both system and security system administration,

      ◦     Plans, coordinates the installation, configuration, and testing of Secure32 system as well as system patches, upgrades, and releases,

◦     Orders and manages related supply items,

◦     Develops processes and procedures to execute and enforce the security policy,

◦      Maintain security system database identifying authorized users, levels of access and audit information,

          ◦     Conducts internal security audits to ensure authorized access to the system and information,

          ◦       Monitors access to systems and information through the use of security system utilities, system journals and logs, and periodic audits,

          ◦       Troubleshoots system and security system related problems and develops and executes resolution plans,

          ◦       The enforcement of the “Rules of Use” for this system,

          ◦       Trains Senior Director of Financial Services and the Executive Assistant, Dean, DFS on security administration and maintenance processes, procedures, techniques, utilities and tools,

• Performs special studies, investigations, report generation or other services as directed by Director of Financial Operations.

Education/Knowledge/Skills Required:  Specify required degrees, experience, special skills, and abilities necessary for satisfactory performance.

• BA/BS in Accounting or equivalent experience
• Minimum of three (3) years experience with accounting/budgeting
• Demonstrated proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, and Access)
• Demonstrated ability to handle multiple tasks and shifting priorities
• Experience with an integrated data system, preferably one year with Colleague
• Demonstrated ability to communicate and interact effectively at all levels of the organization

Supervision:  List all position titles reporting directly to this position, full-time or part-time.  Include student assistants and part-time faculty supervised in a typical semester.

• None

Contacts:  Identify contacts required within and outside the college, and purpose of contacts.  (Example:  Contacts vendors for supplies and materials; or meets with tri-county public and private employers to determine training needs).

• External auditors (inquiries related to operating budget)
• College personnel at all levels (inquiries related to budget and training issues)
• Management-level personnel from college departments
• Executive-level personnel (inside college)
• Technical Support – Payformance and Peak (Secure32)

Guidelines/Procedures/Regulations:  Identify guidelines, procedures, instructions, regulations, and laws within which the position functions.  Be specific.

• Internal control procedures
• Divisional/departmental procedures
• Divisional/departmental annual business calendar(s)
• College policies and procedures
• Generally accepted accounting standards (GAAP)
• AICPA Industry Audit Guide for College and Universities
• College budget policies and procedures
• On-line budget programming

Fiscal Responsibility:  Describe the fiscal responsibility.  Include total dollars that the position directly controls.

• None

Physical Working Environment:  Describe the physical working environment and list any hazardous and toxic substances used in the performance of duties.

• Comfortable office setting with no known exposure to hazardous substances.  Work environment is stressful.

Date:  7-8-05

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