COLLECTIONS OFFICER
(An Unclassified, At-Will Position)

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under direction, performs a variety of tasks related to collection of payment on delinquent accounts owed to the City; enforces collections through correspondence, telephones, personal interviews, and litigation; and oversees and provides direction to assigned staff.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties form those set forth below to address business needs and changing business practices.

• Assists in the review, development and administration of collection policies and procedures for the collection of delinquent accounts to recover monies owed to the City; enforces collections through correspondence, telephone, interviews and litigation.
• Represents the City in presenting Small Claims Court actions; assesses and prepares cases for court; files cases in court and coordinates process serving; appears in court as necessary; follows up on judgments, including preparation of garnishments.
• Prepares bankruptcy cases for the City; gathers and verifies case data for processing legal actions for each case; prepares and files claims with bankruptcy court as necessary; writes-off accounts when debts are discharged.
• Contacts and negotiates with debtor the most effective method to secure payment and initiates appropriate collection action.
• Recommends compromise settlement agreements and write-off of uncollectible accounts.
• Coordinates the issuance and/or payments of parking citations and permits with contract agency; processes monies received; prepares necessary monthly reports related to citations and permits.
• Researches information to maximize sales tax revenue for the City; serves as liaison for outside contractor and various City Departments; provides sales tax data for various departments as needed.
• Establishes and maintains account files through input, monitoring and retrieval of account data via City computer data bases; updates accounts as necessary.
• Maintains fiscal/collection records for preparation of statistical reports; prepares detailed reports of collection revenue.
• Responds to other departments and public inquiries in a courteous manner; provides information within the area of assignment; resolves complaints in an efficient and timely manner.
• Prepares a wide variety of correspondence, letters and notes related to collections including promissory notes and liens; responds to various inquiries; prepares collection letters; provides applicable departments with update of account status.
• Supervises and coordinates the work of assigned staff; provides or coordinates staff training; works with employees to correct deficiencies.
• Prepares collection data for Auditors as necessary.
• Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Basic methods and techniques used in effecting collections.
• Techniques to effectively garner information, sources and leads in checking financial conditions and responsibility.
• Applicable local and state laws, codes, and policies related to collection of delinquent funds.
• Current basic laws of confidentiality and other regulations and codes relating to the legal collection of funds.
• Mathematical computations involved in keeping, reviewing and compiling statistical or financial records.
• Basic legal terminology relative to court orders and collection of funds.
• Office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Principles and practices of customer service.
• Principles of supervision, training and performance evaluation.
• Record keeping and filing techniques.
• Communication skills and techniques required for gathering, evaluating and transmitting information.

Ability to:

• Read, interpret and explain court orders, legal procedures and other documents involved in collection of delinquent accounts.
• Represent the City in a professional manner and deal effectively with the public and other employees to gain their cooperation in resolving problems.
• Perform a high volume of work effectively without direct supervision and exercise sound independent judgment in making timely decisions.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Collect, compile and input data to accurately prepare and maintain a variety of records and reports.
• Perform mathematical calculations with speed and accuracy.
• Demonstrate an understanding and appreciation of the cultural diversity of the community.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: Equivalent to the completion of the twelfth grade. College level course work in business administration or a related field is desirable.

Experience: Two years of experience performing debt collection for a private or public agency that involved legal work as it relates to the collection of delinquent accounts. At least one year of debt collection experience with a government agency is highly desirable.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 job functions.

Environment: Standard office setting. CONTINUOUS working indoors, dust from paperwork. Work schedule is 9/80 with alternating Fridays off in a biweekly period. Work environment is both formal and informal, team oriented, having variable tasks, pace and pressure. Work is performed indoors in office and in meeting rooms.

Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. CONTINUOUS sitting, upward and downward flexion of neck; fine finger dexterity and light to moderate finger pressure to manipulate keyboard, equipment controls and other office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending and stooping, pushing/pulling, twisting at waist, moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. OCCASIONAL squatting, kneeling, reach above and at shoulder height, moderate grasp to manipulate reference books and manuals; lifting objects weighing 20-3 5 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents, to operate equipment, and to perform research of files and records.

Hearing: Hear in the normal audio range with or without correction.

Date: November 2001
Johnson & Associates