Collection Administrative Specialist

Company: Professional Service Bureau, Inc.

Employment Term and Type: Regular, Full Time

Hours per Week: 40

Job Title: Collection Administrative Specialist

Department: PSB Collection Administration

Operational Schedule: M-F 7:30 a.m. to 4:00 p.m.

Salary and Benefits: $13.00 - $19.00 DOE

*Paid Training * Medical, Dental, Vision and 401K plans * Short Term Disability, Term Life, Group Accident and Cancer Assistance * PTO Hours *

Location: In-Office - Elk River, MN

FLSA Status: Non-exempt

Summary

Compiles, classifies, records, verifies, and maintains data and payments to accounts receivable records by performing the following duties.

Essential Duties and Responsibilities include the following. Other duties may be assigned. 

Prepares and processes daily cash and credit card deposits and fills out cash control sheet daily. 

Reviews and posts receipts and payments to appropriate ledgers, spreadsheets, records, and databases. 

Processes disputes, ceases, and other consumer correspondence received via US mail or other mediums. 

Prepares, sorts, copies, files, and mails invoices, receipts, checks, correspondence, and other requested items. 

Work client phone line. 

Audits account balances, researches discrepancies, and reviews with client for approval. 

Researches and processes charge backs, returns, refunds, bad checks, and similar items. 

Answers accounts receivable inquiries and follows up. 

Prepares analysis and summaries of accounts from the collection teams to clients. 

Monitors accounts receivable to ensure payments are accurate and timely. 

Reconciles monthly reports. 

Assist in monthly and annual closings. 

Assists with related special projects, as required. 

Front desk coverage as needed.

Qualifications/Skills:

Proficient in Microsoft products; 365/Outlook, Word and Excel.

Excellence in communication via telephone and written communication.

Demonstrated attention to detail and organizational skill.

Ability to work independently with minimal supervision.

Good written communication skills are needed, including good use of grammar, spelling, punctuation and sentence structure.

Excellent work ethic and deadline driven.

Ability to multi-task as well as quickly adapt to changing processes or workflow.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Analytical - Collects and researches data; uses intuition and experience to complement data.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps up to date on current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

Use of Technology - Demonstrates required skills; adapts to new technologies; uses technology to increase productivity.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations.

Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service ; responds to requests for service and assistance; meets commitments.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

Managing Customer Focus - Promotes customer focus; monitors customer satisfaction.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.

Conflict Resolution - Encourages open communications; maintains objectivity; keeps emotions under control.

Diversity - Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; supports affirmative action and respects diversity.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Achievement Focus - Measures self against standard of excellence.

Personal Appearance - Dresses appropriately for position; keeps self well groomed.

Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; asks for and offers help when needed.

Innovation - Generates suggestions for improving work.

Judgment - Exhibits sound and accurate judgment; includes appropriate people in decision-making process.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity.

Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions ; uses equipment and materials properly.

Education and/or Experience

High school diploma or general education degree (GED).

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

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.

Computer Skills

To perform this job successfully, an individual should have knowledge of Microsoft Office software.

Technology Needs

Mobile device with MFA app capabilities.

Certificates, Licenses, Registrations

MN Department of Commerce Collection License eligible - will obtain during employment.

Background Investigation - specific to department requirements.

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

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to reach with hands and arms. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required to work with computers.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Cubicle desk set up with computer and monitors, phone and headset. 

The noise level in the work environment is usually moderate