ARO (Accounts Receivable Operations)/Collections Assistant Manager

Posting Details

Posting Detail Information

Working Title ARO (Accounts Receivable Operations)/Collections Assistant Manager
Research Professional Position No
Posting Number 201700977AP
Position Type Admin Professional/ Research Professional
Number of Vacancies
Work Hours/Week 40
Proposed Annual Salary Range $50,000 - $54,000
Desired Start Date 02/19/2018
Position End Date (if temporary)
Open Posting Date
Open Until Filled Yes
To ensure full consideration, applications must be received by 11:59pm (MT) on 01/01/2018
Description of Work Unit

Colorado State University seeks applications and nominations for the position of Collections Account Supervisor, a supervisory position in the Business and Financial Services (BFS) Department. BFS exists to maintain and improve the processes which protect the financial integrity of Colorado State University, to provide periodic financial information to various users, to support University financial system users, to monitor transaction flow to assure compliance with Federal, State and University laws, regulations and policies, to analyze and interpret financial data as part of the overall control of University fiscal goals and concerns, and to formulate financial statements and reports in accordance with applicable laws and regulations.
Accounts Receivable Operations (ARO), within BFS, serves to record receivable transactions, bill, collect, monitor activity, report results, reconcile and analyze records, and research and resolve billing problems for the majority of receivable transactions for the University including institutional loans such as Perkins and Health Professional Loans. This unit ensures compliance with University policy and procedures as well as Federal and State regulations governing loan compliance. Accounts Receivable Operations webpage is:

Position Summary

The ARO/Collections Assistant Manager reports to the Manager of ARO and is a member of the ARO team. This position exists to supervise the debt counselors, manage the external collections assignments, review collection reports and ensure collections correspondence is up-to-date, identify accounts to send final notices to, manage the tax offset process, reconcile customer accounts, identify accounts that need priority taken, manage and monitor collection laws and regulations, work with external collection agencies and foster the external relationships, maintain spreadsheets to record collection data and assignments, analyze third party agencies for success, and manage the reassignment process. This position will take escalated calls from the debt counselors and will have other customer service interactions when making collection calls. This position understands and disseminates Federal Perkins and Health Professions Student loans and regulations, helps to ensure compliance, and aids with Exit counseling sessions.

Required Job Qualifications

• Bachelor’s Degree in any area, preferably a business discipline such as accounting, finance, marketing or management
• 1 year of demonstrated supervisory or leadership experience
• Computer skills including experience with the Microsoft Office Suite
• Customer service experience
• The successful candidate must be legally eligible to work in the U.S. by proposed start date; Business and Financial Services will not provide visa sponsorship for this position.

Preferred Job Qualifications

• Prior reconciliation experiencing
• Professional experience in accounts receivable
• Experience working in Higher Education
• Experience with current University systems: Banner System (Accounts Receivable), Kuali Financial System (Enterprise Resource Planning (ERP) System), Campus Receivables Collector (Ellucian Loan Database)
• Demonstrated problem solving and analytical experience
• Demonstrated ability to multitask
• Demonstrated ability to work on projects independently and in teams
• Strong communication skills with ability to speak to all levels of an organization
• Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion

Diversity Statement

Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category Supervision

This position will have formal supervision over all aspects of the ARO internal collections unit, Special Assets (SPAS), including:
• Perform mid-year and annual planning and performance evaluations
• Review and establish goals and plans to achieve program mission
• Review employee work
• Regularly review collection duties and redistribute duties, as necessary, to ensure equality and maximum possible performance and collection efforts
• Set work schedules
• Provide training to new and current staff, as well as collections processes and review training to other applicable departments as requested
• Organize, control, and coordinate activities to achieve program objectives and set priorities and standards while maintaining a high level of morale

Percentage Of Time 15%
Job Duty Category Collections Oversight

• Manage accounts receivable (A/R) accounts that are to be sent for further collection efforts to an external collection agency; review to ensure proper due diligence has been followed; review and code accounts accordingly in the Banner subledger system; communicate with campus departments regarding the assignment of their customers, if necessary
• Manage monthly collection processes; this includes coordinating with the staff, reviewing for accuracy, pulling and sending reports, recording data and being able to operate both internal and external systems
• Manage the monthly closing and reassignment of A/R collection accounts assigned to external collection agencies, per contract; this will include analyzing reports, account type, account status and prior assignments to determine the next appropriate agency, recording data, working within internal and external systems, and running and uploading reports
• Correspond with the external collection agencies to provide proper backup documentation as requested; this will include working with campus departments to gather the appropriate documentation that is housed within the departments as well as ensuring proper document retention is upheld

Percentage Of Time 20%
Job Duty Category Accounting

• Perform regular account reconciliations to ensure data between the Banner and loan subledgers is consistent with data at the external collection agencies; this will help to identify possible errors of entry and ensure account accuracy
• Perform Banner subledger account reconciliations as necessary to identify errors in entry, payment application, or upon request by a student, customer or department; due to the nature of payment application and Title IV federal regulations, this will include a comprehensive understanding of policies, regulations and university systems
• Review daily/monthly/annual internal and external collection reports; identify accounts that have aged and/or collection efforts have been exhausted; coordinate with the staff to issue final notice letters; identify and prioritize accounts that require action based on age, balance, account type, broken payment arrangements, etc., assign follow up contact to debt counselors; review campus department delinquent reports and coordinate with the departments to determine the appropriate action to be taken
• Review aging and write-off reports to identify accounts that have been sitting dormant and if appropriate, reassign to our warehouse agency for further collection efforts
• Work with the State of Colorado Central Collection Services to identify accounts that have received approval for write-off from the State Controller; reconcile the accounts to the Banner subledger system; provide a summary/analysis report to the ARO Manager
• Maintain various reports to track and record A/R collections for administrative and annual reporting purposes; this includes assignments by category, amounts sent, paid/paid in full, collection fees and various returns
• Manage the tax offset process; review daily email reports; apply payments through the web application; upload and apply payments in the loan subledger; run and save reports and upload to the appropriate external collection agencies; ensure files are being submitted appropriately to the Department of Revenue; work with the Financial System Services unit to ensure proper reporting
• Assist with returned payments and ensure information is entered accurately into the Banner subledger system; ensure state and federal guidelines regarding returned payments are being followed as well as ensuring all correspondence is up-to-date and accurate

Percentage Of Time 30%
Job Duty Category Management

• Assist the ARO Manager and staff with various tasks that arise and serve as a backup for daily and miscellaneous duties of the debt counselors; this includes, but is not limited to, making and answering phone calls, replying to emails, assisting students in the office and distributing information to the appropriate individuals.
• Institutional based federal loan duties include acquiring an understanding of federal loans and regulations to ensure the university is in compliance, as well as assisting with other duties as described above
• Ensure proper document retention including managing and keeping records of student and customer agreements both within the department and those housed in other areas (i.e. Registration Ready, RAMweb)
• Exercise compliance with federal, state, and institutional rules and regulations including researching and staying up-to-date with changing laws and regulations
• Propose new programs, service initiatives, and outreach activities
• Take escalated/manager request calls, document issues, and use professional judgement to mediate disputes, reach agreements and resolve issues
• Work with the ARO Manager to develop and implement processes for reducing the overall university accounts receivable balances
• Ensure that due diligence is being followed accordingly for the institutional based federal loan programs and assist with the duties necessary to carry this out
• Analyze the collection data to determine which external collection agencies are the most successful in helping the university to reduce its accounts receivable balance, and make adjustments accordingly; this could include modifying which agency is sent accounts or certain account types and providing data and recommendations to the ARO Manager during the daily course of work and/or during the request for proposal process
• Review and ensure all collections correspondence is up-to-date to include all applicable information and necessary verbiage for university support; this includes mass emails sent by the debt counselors, loan correspondence and due diligence letters and student/customer letters such as assignment notices, payment arrangements and final notices
• Review the unit’s monthly postage expenses as well as the monthly billing statement statistics and identify ways to reduce the unit’s costs; this will include obtaining an understanding of the Kuali Financial System (KFS) and working with the ARO Manager to identify and implement more effective department processes and procedures
• Attend webinars and communicate with the university’s external collection agency sales representatives to stay up-to-date on changes to federal and state laws and regulations applicable to university processes, and then develop and implement process changes to ensure the university is in compliance; this will include working with various university departments for review and implementation as well as communicating with the Office of General Counsel for authorization

Percentage Of Time 30%
Job Duty Category Financial Counseling

• Assist with the institutional based federal loan exit counseling sessions; this will include preparation, speaking in front of large groups, counseling individual borrowers, and analyzing data prior to the sessions to identify students attending with past due A/R balances
• Work with the debt counselors and the Office of Financial Aid to identify enrolled students with large outstanding A/R balances to develop and implement a plan to make contact with them to provide financial aid and alternative loan options while they are still on campus, this will aid in the goal of the ARO unit to reduce the University’s overall A/R balance and lower the bad debt rate charged to department accounts
• Implement and maintain a finance and budget counseling process for the ARO internal collections unit, SPAS; this will include continuous research on the topic as well as seeking training opportunities to stay up-to-date on current trends and methods, training employees, counseling students and making contact with University administration, faculty and staff to pursue options for hosting sessions for the enrolled student population; this will aid in the goal of the RAO unit to reduce the University’s overall A/R balance by assisting students with budget planning and methods to pay their institutional based federal student loan and A/R balances owed

Percentage Of Time 5%
Job Duty Category Customer Service

• Provide prompt, friendly, and accurate customer service and information to students and customers, while demonstrating the ability and drive to go above and beyond during each interaction

Percentage Of Time All of the time

Application Details

Special Instructions to Applicants

To apply, please include:

  • Cover letter detailing how your experience meets the required and preferred qualifications
  • Resume
  • Three (3) professional references noting name, phone number, email address and professional relationship (one must be a current or former supervisor). References will not be contacted without prior notification of candidates.
Conditions of Employment Pre-employment Criminal Background Check (required for new hires), Special Requirements/Other - credit/loan history check as required for working with institutional loans
Search Contact Laura Snowhite,
EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and 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. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

References Requested

References Requested

Minimum Requested 3
Maximum Requested 3

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a Bachelor's Degree?
    • yes
    • no
  2. * Do you have a minimum of one year of supervisory or leadership experience?
    • Yes
    • No
  3. * Do you have experience with Microsoft Office Suite?
    • Yes
    • No
  4. * Do you have customer service experience?
    • Yes
    • No
  5. * The successful candidate must be legally eligible to work in the United States by the proposed start date; Business and Financial Services will not provide visa sponsorship for this position. Will you have US employment eligibility by the proposed start date?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents