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