Collections Specialist

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $22.13 per hour.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

Working under limited supervision, the Collections Specialist functions in a support capacity for Case Western Reserve University in the Office of Administration's Office of Post Award Services and Financial Compliance and reports directly to the Assistant Director of Cash Management. The principle objective of the position is the accurate, efficient and effective execution of the collections function of the cash management division of the Post Award Services and Financial Compliance in accordance with university internal controls and federal, state, local and other funder's policies, procedures and deadlines as well as GAAP accounting standards. Responsibilities include performing complex accounting duties as they relate to the management of sponsored projects accounts receivables, processing and reconciliation of payments received on sponsored projects and the creation of reports and reconciliations of receivables for management. The specialist will then independently reconcile delinquent payments received through technical systems and through direct payment to ensure they are accurately accounted for through the ERP Accounts Receivable system and to the appropriate sponsored project. Based upon analysis of the record of accounts receivables the specialist will develop and implement plans and procedures to communicate and work with funders to ensure a timely receipt of funds owed to the university. On a monthly basis the specialist will create reports to analyze sponsored projects revenues and expenses for the Assistant Director of Cash Management and Assistant Vice President for Sponsored Projects. The cash management division of the Office of Research Administration is responsible for the management of over $400M in revenue per year. Non-compliance in the area of cash management and accounts receivable balance is a significant risk to the university which could lead to the inability to receive payment from sponsors, result in financial loss and effect the reputation Moody credit rating of the university.

ESSENTIAL FUNCTIONS

• Lead the collections function of the office utilizing knowledge of GAAP and agency specific procedures by researching, developing, documenting, and implementing best practices for collecting sponsored projects payments, reducing outstanding accounts receivable balances and the handling of specific issues. (25%)
• Develop a collections timeline and framework to ensure timely and continuous follow up of account receivables. Maintain collections database which includes the addition of new and closed collection items, recording communications with sponsors/principal investigators and/or administrative staff. Compose and send dunning (past due) letters to sponsors for specific portfolio. Professionally communicate with sponsors on payment status, handle disputes and conflicts with the with respect to payments. Communicate the status of collections with: sponsoring agencies, director/associate directors, grant accountants, office of general counsel, and principal investigators/ administrative staff. (25%)
• Post, monitor and track payments to the appropriate sponsored project account in PeopleSoft. Identify, analyze and investigate unidentified payments received and determine the appropriate sponsored project for the revenue or apply to the unapplied cash account (send to appropriate departments that are not associated with a sponsored project). Record deposits of delinquent payments into PeopleSoft and the Office of Research Administration deposit log, coordinate deposit of checks with courier and reconcile documentation from the Cashier's Office to the deposit log. Identify problems and communicate with the departments and post-award leadership when there is a question on the project's status. (25%)
• Reconcile accounts receivable sub ledger with the general ledger in PeopleSoft and identify issues and inaccuracies using GAAP standards and adhering to university internal controls. Create receivable speedtypes in PeopleSoft. Update accounts receivable database which includes the addition of new accounts receivables and recording payments and voided invoices. Propose improvements to procedures for timely and accurate processing of transactions that adhere to university and widely accepted internal controls. (20%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with Assistant Vice President for Sponsored Projects, Assistant Director, Cash Management and other staff within the department.

University: Weekly contact with department business managers, administrators, financial specialist management center representatives, department administrators and faculty. Occasional contact with audit services and the Office of General Counsel. Occasional contact with Research directors,

External: Weekly contact with federal and non-federal sponsor agencies and peers at other universities and research institutions. Annual contact with audit agencies.

Students: Occasional contact with work-study students.

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibility.

QUALIFICATIONS

Experience: 1 to 4 years of related accounting experience, or a related field of business, finance or accounting.

Education: Bachelor's degree required.

REQUIRED SKILLS

• Demonstrated knowledge of GAAP cash management regulations and procedures including the ability to research and apply accounting standards.
• Ability to organize, prioritize and be a self-starter in a fast-paced environment with internal deadlines.
• Demonstrated knowledge of and familiarity with internal controls over accounting, financial reporting, and research activities.
• Demonstrated knowledge of governmental accounting and budgeting, accounting principles and practices.
• Foundational knowledge of federal and university rules regarding management of funds.
• Foundational knowledge and practical abilities working with the Microsoft Office suite of tools and general computer skills.
• Foundational analytical skills to analyze accounting data, formulate and present conclusions.
• Foundational analytical skills to analyze a variety of complex regulations, apply sound judgment, and draw logical conclusions.
• Foundational organizational skills with attention to details and accuracy.
• Strong written and verbal communication skills.
• Ability to make ethical decisions and act with integrity.
• Ability to interact and communicate professionally with others and to establish meaningful relationships with deans, faculty, administrators, and sponsors.
• Ability to produce accurate and timely work products when working under pressure.
• Ability to maintain confidentiality and exercise appropriate discretion with information.
• Highly motivated with a strong service orientation.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to work as part of a team of professionals.
• Knowledge of PeopleSoft grants management and accounting modules preferred.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

General office working environment.

Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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