Fiscal Specialist 2 - Collections

Job Summary Central Washington University is recruiting a Fiscal Specialist 2 to join our Student Account's team in Ellensburg, Washington.
This role is an important member of our team as they investigate past due accounts and maintain record-keeping and reporting systems for collection agencies for the University.
The role is a campus-based position, which means you get to see the lives you are impacting.
We're offering a salary, depending on experience, from $43,428 - $58,104 annually plus the awesome CWU benefits.
Who we are: We are a team of individuals committed to Changing Students' Lives.
No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.
Working in higher education provides career growth and career choice.
Think of a university campus like a mini city, operating across 380 acres.
You'll find diverse academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing, health services, police and public safety for the campus population of ~10,000 students.
Central Washington University has been named a Fulbright U.
S.
Scholar Program Top Producing Institution for the 2022-2023 academic year.
In addition, for the seventh time in eight years, CWU is a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine.
Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.
Tour our campus in Ellensburg here: www.
youtube.
com/watch?v=HjdhOegDa9A.
The Student Accounts team is located in Bouillon Hall and helps students and families navigate the process of successfully paying for an education.
Student Accounts strives to provide all customers with accurate and timely account information, efficient and secure means to collect and process all payments, refunds, printing and distribution of checks, and recovery of delinquent balances due.
The Fiscal Specialist 2 works primarily with past-due accounts and placing them with collection agencies.
www.
cwu.
edu/StudentAccounts What we offer: Our investment in you begins the day you join our team, a healthy and successful future for you is important to us.
We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program.
Learn more: CWU Benefits, Perks & Discounts Overview.
The Role: The Student Accounts Fiscal Specialist 2 independently provides information, advice, and counsel on a variety of federal, state, and institutional student accounts policies and procedures to students, parents, University departments, external agencies and account holders, while at the same time, providing excellent customer service.
The position also is responsible for researching, investigating, analyzing and following up on the collections of overdue accounts.
All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.
Job Duties Collection Responsibilities: - Develop, modify, and maintain record-keeping and reporting systems for five collection agencies, tailoring each system to their unique reporting and data collection requirements.
This involves extracting data from PeopleSoft, using pivot tables, and applying manual formatting, with the finalized reports uploaded to a third-party website.
- Simultaneously manage the five record-keeping systems and Central Washington University's records in PeopleSoft, encompassing diverse funding sources such as revenue from collection agencies, personal loans, online payments.
- Create and execute procedures for fiscal operation implementation, control, and review/audit, including independently managing the entire collections process and inheriting instructions for 20 distinct processes.
- Analyze, interpret, and investigate past-due accounts to prepare reports and organize transaction information to collect on past-due accounts.
- Initiate correspondence and communicate fiscal discrepancies and past-due amounts by contacting account holders directly via phone, email or in person.
- Analyze, evaluate, and monitor past-due receivables, ensuring compliance with Student Accounts Receivable policies.
Collaborate with funding agencies, including multiple collection agencies to resolve discrepancies and seek approval for deviations from established procedures, such as the debt write-off process and selecting collection agencies for first and second collections.
- Contribute to the development of long-term planning documents and participate in planning new programs, which may include processes for reporting, collecting on parking, managing diploma by conducting a thorough analyses of departmental needs and resources and projecting revenue.
- Analyze, modify, and maintain receivables accounts, including setting up payment arrangements, running queries to monitor aged accounts, categorizing, and analyzing data.
- Analyze, modify and recommend improvements in subsidiary and general fiscal recordkeeping systems; apply knowledge of accounts and program relationships, data flow, audit trails and internal controls to design and implement financial data systems.
- Generate customized reports through querying in PeopleSoft, creating pivot tables, and making manual adjustments, and do special studies to substantiate fiscal requests and needs.
- Manage the processing and placement of overdue accounts with third-party collection agencies, maintaining ongoing follow-up when necessary.
- Evaluate past-due account activity through comparison of actual performance with budgeted payment plan objectives; research and determine factors in trends, recommend corrective action.
- Contact and assist students regarding past due accounts and follow-up on any accounts not making agreed upon payments.
- Manage OnPlanU reporting processes and reconciliations to establish a payment plan and generate specialized reports for each collection agency, which include calculating interest for overdue accounts and updating it in PeopleSoft.
- Conduct specialized studies to research and substantiate fiscal requests and needs.
Manage E-Oscar credit disputes for former Perkins Loan students when required and prepare monthly Past Due/Final notices as necessary.
- Implement and modify manual or automated fiscal reporting and tracking systems to address specific department needs.
Customer Service: - Assists clients to resolve issues or complaints.
Provides advice, interpretation, and counsel to clients regarding a broad range a student accounts rules, regulations, policies and procedures.
Interprets detailed data and communicates accurate information in-person, over the phone and via email under tight time constraints and heavy traffic, including difficult, emotional, and sometimes upset clients.
- Independently resolve issues, complaints, inquires, and other client/customer service problems.
Works with the SFS staff to help resolve customers issues and complaints, as needed.
- Communicates clearly, in writing and speech, to facilitate understanding of regulations, procedures and policies to avoid areas of confusion and misunderstanding.
- Provides day-to-day support, assistance, and interpretation in all aspects of student account processing such as: tuition, payment plans, late fees, guaranteed sources, direct deposits, payments, 1098t, and account balance.
Applies understanding to interpret and communicate university student account policy.
- Leads the process of handling of tuition late fee petitions transferred from the Registrar's office as needed.
- Proposes and develops system and non-system solutions for recurring problems and efficiency.
- Guaranteed Source/TPC: - Analyze, modify, and maintain the Third Party Contract/Guaranteed Source (GS) account files in the Student Administration System (MyCWU) including setup and maintenance of system contracts, linking students to contracts, obtain and maintain proper authorization for payment from the GS.
- Act as liaison between agencies and CWU and assist students regarding GS issues/questions by consulting with funding agencies/organizations to resolve problems and/or obtain approval for deviation from authorized procedures or expenditures.
- Prepare, audit, verify, and process quarterly invoices to the GS, and create new accounts as needed.
- Run queries as needed; monitor and review the resulting reports to ensure proper posting to accounts.
- Perform other duties as assigned.
Minimum Qualifications Independently perform financial-related tasks, including auditing and reconciling accounts.
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Teams, and Outlook) and the use of various software and online platforms for data analysis and report preparation.
Experience with remote meeting software, such as Zoom.
Effective communication with diverse customers, including other agencies, community professionals, internal staff/managers/administrators, students, and applicants, through verbal/telephonic, email, and written correspondence.
Professional office experience with knowledge of administrative procedures and business operations.
Demonstrated customer service skills in resolving issues, problems, and complaints for a diverse population.
Ability to interpret and explain policies and procedures effectively.
Excellent written and oral communication skills.
Experience collaborating with students and colleagues from diverse backgrounds and abilities.
Demonstrated ability and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences.
OR a combination of education and experience demonstrating the ability to perform the essential job functions.
Preferred Qualifications Bachelor's degree in accounting, business, or a related field.
Experience in interpreting and applying regulations and policies related to financial transactions, including a demonstrated ability to comprehend and adhere to rules and regulations, with specific familiarity in Federal/State Student Account rules and policies.
Proficiency in working with PeopleSoft Student Administration.
Track record of successfully collecting on past-due accounts.
Capacity to incorporate multicultural perspectives and address related issues in everyday interactions.
Potential to mentor and educate students who will serve diverse populations.
A history of promoting inclusivity in the work environment.
Competencies Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes.
Shows up on time, meets standards, deadlines and work schedules.
Judgement: Makes timely, informed decisions.
Analyzes options and determines appropriate course of action.
Teamwork: Promotes cooperation and mutual support to achieve goals.
Encourages participation and mutual support.
Adaptability/Flexibility: Responds positively to changing business needs and responsibilities.
Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.
Don't meet every single requirement? At CWU we're dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your experience doesn't align perfectly with every requirement, we encourage you to apply anyway.
This may be the job for you! Pay, Benefits, & Work Schedule Salary: This position is based on the range 43 of the Washington State Classification Listing, which has a minimum annual salary of $43,428 and maximum annual salary of $58,104.
In accordance with RCW 49.
58.
110, the above salary reflects the full salary range for this position.
Individual placement within the range is based on the candidate's current experience, education, skills, and abilities related to the position.
Schedule/Appointment: Monday - Friday, 8:00am-5:00pm (1 hour lunch) Working Conditions: Work is performed in an indoor office setting with frequent in-person interactions.
It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records.
Some evening or weekend work and/or occasional travel may be required.
Benefits: CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification.
For additional information please visit: CWU Benefits, Perks & Discounts Overview.
An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans.
To learn more, visit: https://ofm.
wa.
gov/state-human-resources/public-service-loan-forgiveness-program.
How To Apply To apply for this position, you must complete the on-line application and attach: A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting; Resume including work history, education, training; and Contact information for three professional references.
Screening Begins: November 26, 2023 **Priority will be given to applications received by the screening date.
Incomplete applications may not be considered.
Contact Information Name: Sara Fraychineaud Title: Payments Operations Manager Email: Sara.
Fraychineaud@cwu.
edu Phone:(509) 963-3483 Website: www.
cwu.
edu/StudentAccounts Please contact Human Resources at hr@cwu.
edu or 509-963-1202 if you require technical assistance with the on-line application process.
Conditions of Employment Background Check/Reference Check Process: Prior to employment, final candidate(s) will be required to sign a Sexual Misconduct disclosure in pursuant to RCW 28B.
112.
080 and submit to a background check.
All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.
Notice to Prospective Employees: Affirmative Action/Equal Opportunity Statement Central Washington University is an EEO/AA/Title IX Institution.
Central Washington University's policies and practices affirm and actively promote the rights of all individuals to equal opportunity in education and employment.
Discrimination on the basis of race, color, creed, religion, national origin, sex, sexual orientation, gender identity and gender expression, age, marital status, disability, or status as a protected veteran is prohibited.
The university provides an internal procedure for reporting discrimination and affords protection against retaliation for participating in the complaint process.
Central Washington University complies with all applicable federal, state, and local laws, regulations, and executive orders including when soliciting bids and in the fulfillment of all contracts with governmental agencies.
Direct related inquiries to Civil Rights Compliance, 202 Barge Hall, Ellensburg, WA 98926-7501; Telephone 509-963-2050; or email crc@cwu.
edu.
DEI Statement Justice, equity, diversity, and inclusion are all core to CWU's mission, vision and values to increase access to higher education for everyone regardless of identity.
At CWU we work to ensure everyone's voice is not only heard but recognized and valued.
We consistently strive to provide a safe, welcoming, and forward-thinking institution for all employees, students, and community members.
Reasonable Accommodations Central Washington University provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment.
Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability.
If you need assistance or accommodation in applying because of a disability, please contact Human Resources at HR@cwu.
edu or call 509-963-1202.
This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Annual Security and Fire Safety Report (Clery Act) For the Central Washington University Annual Security and Fire Safety Report (i.
e.
Clery Report) which includes statistics about reported crimes and information about campus security policies, available online here or call CWU Police and Parking Services at 509-963-2959 for a paper copy.