CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.

CLASSIFICATION TITLE: Administrative Analyst/Specialist Exempt I

UNION CODE: R09

FT/PT: Full-time     

PAY PLAN: 12-month    

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $4,598 - $5,800

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $4,598 - $8,318

PAY BASIS: Monthly    

BENEFITS:  CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more!  See our benefits website for additional information.

POSITION PURPOSE: Under the general supervision of the Director of Accounting and Reporting Services - Student Financial Services, the Administrative Analyst/Specialist is the lead collector responsible for the technical and functional aspects of billing and collecting debts owed to the university and providing CSUB students with information and services needed to manage their student accounts and remain in a positive financial position with the university. The Administrative Analyst/Specialist establishes guidelines and procedures, problem solves, analyzes standard practices, and assists with various duties and projects in Student Financial Services related to the collection process. This includes research, investigation, analysis, financial advising, and follow-up work necessary for the collection of delinquent funds and is responsible for state and federal student loan & grant program collections, as well as past due student and non-student collection items.

DUTIES & RESPONSIBILITIES:      

University Receivables/Collections

• Serves as the lead collector and collections subject matter expert responsible for campus collection process.
• Monitors the collection systems and processes, analyzes data, and provides recommendations to management on any issues or matters that arise.
• Creates, reviews, and sends monthly billing and other account notices for any outstanding balances.
• Coordinates the interagency tax offset program, including filing necessary forms, running Tax Offset file process, meeting submission deadlines, communicating with students and relevant agencies, handling disputes, and ensuring accurate application and reconciliation of payments received.
• Maintains a process for collection agency referrals, monitors agency assignments and effectiveness.
• Participates in the development and implementation of new department processes to enhance efficiency and organization. Recommends new processes and changes to existing processes.
• Generates, audits, and submits accounts receivable write-off reports to management for approval, and oversees the write-off process once approved.
• Manages bankruptcy chapter 7, 11, & 13 filings, such as, but not limited to, determining the type of debt, reporting to third party loan processor if needed, recalling the debt, providing documentation as requested, notifying the Franchise Tax Board.
• Develops individual non-standard payment plans for students with difficult situations and makes recommendations to management.
• Ensures the university follows all collection regulations and best practices.
• Oversees the Student Financial Responsibility Agreement process, including ensuring verbiage is compliant with the university accounts receivable policy, coordinating implementation with ITS, and notifying campus when SFRA holds are placed on student accounts.

Institution Administered Loan & Grant Programs

• Provides oversight and maintenance of current and future institutional administered loan programs, such as Perkins, Nursing, Dream, and CalSWEC.
• Ensures the university follows all state and federal loan regulations and requirements.
• Maintains loan files per Federal and State regulations, and places/removes loan holds as needed.
• Ensures loan disclosures, entrance/exit interviews, promissory notes, and repayments are processed correctly.
• Assists students with loan consolidation and rehabilitation such as determining if an account can be rehabilitated or consolidated to remove from default status and providing necessary documentation to third party loan processor.
• Processes deferment, forbearance, and cancellation requests, including the approval or denial of these requests based on the specific requirements of each loan program.
• Communicates and coordinates with the third-party loan servicer to ensure loans are processed correctly.
• Leads the Perkins Loan program close out process, from assignment of inactive defaulted student loans to the Department of Education, to future liquidation of the program.
• Interfaces with the CalSWEC program director and grants accounting to ensure proper collection and reporting of repayments.

Training & Customer Service

• Responds to questions from departmental staff, the campus community, directors, and external agencies regarding collection processes, departmental procedures, CSU standards and policies, and collection regulations/laws.
• Reviews and maintains procedure documents.
• Provides training in individual and group settings, such as but not limited to, training new student assistants in advising students on how to navigate student accounts details, disbursements, refund procedures, advising on who to contact for outsourced Nursing, Dream, and CalSwec loans, and serving as a point of Contact for the Financial Wellness Coach.
• Serves on campus committees, such as the Financial Wellness Committee, as needed. Acts as the collections’ functional expert in workgroups held on-campus and externally.

Reconciliations, Reports, & Data Analytics

• Prepares reconciliations from subsystems to the general ledger.
• Creates and prepares financial reports, queries, and statements.
• Provides data analytics monthly, quarterly, annually, and as requested. Reporting functions include but are not limited to reports and data for the annual AOR Nursing Loan report, FISAP report, and GAAP reporting.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – Bachelor’s degree and/or equivalent training and three (3) years of recent administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Working knowledge and skills related to debt collection programs, practices, and methods.
• Thorough knowledge of state and federal collection laws and regulations and university policies and procedures related to collection programs.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to the administrative specialty.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to the program or administrative specialty.
• Ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
• Expertise in investigating and analyzing problems. Ability to anticipate problems and address them proactively.
• Knowledge of the basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, follow, communicate, and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills with a variety of computer applications, including PeopleSoft, CASHNet, word processing, spreadsheets, databases, web browsers, query tools, calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Three or more years of experience with the processing and collection of student debt.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: LIGHT WORK – involves mainly sitting, up to 25% standing or walking; lifting medium weight objects limited to 25 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States.  All new employees will be required to present documentation verifying their right to accept employment.  You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations.  State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens.  These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity.  Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.