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Collections Rep II

Cal Poly Pomona

This is a Full-time position in Anaheim, CA posted July 16, 2022.

Collections Rep II

Job No: 515917
Work Type: Staff
Location: Pomona
Categories: Unit 5 – CSUEU – Operations and Support Services, Administrative

Type of Appointment:Probationary

Collective Bargaining Unit:CSUEU

Job Classification:Collections Rep II

Classification Salary Range:Minimum: $ 3,276.00
Maximum: $ 5,593.00

Anticipated Hiring Range:$3,276 – $3,618

Work Hours:8am to 5pm

Recruitment Closing Date:Opened until filled, Application review to begin 7/24/22

THE DEPARTMENT: Student Aid Accounting and Cashiers

  • Collection of all Accounts Receivables which includes the following: Perkins Loans – Ensure that each borrower who is in default is contacted regarding the status of the delinquent account; works directly with the borrower to try to bring the account. The incumbent works with Chancellor’s Office personnel as required on matters concerning the loan programs; works effectively with delinquent borrowers in order to evaluate financial situations and to establish the University’s needs in fulfilling obligations to the Federal programs, without neglecting the rights and obligations of the borrower. Coordinates the Entrance Interview process, including Promissory Note and Loan Disclosure checklist controls and Exit Interview completion. Submit and reconcile loan advances to the billing service. Coordinates and maintains manifest controls for the Department of Education Loan Consolidation Program. Reviews and audits loan billing service monthly management reports. Coordinates student accounts receivable’s monthly billing process and makes recommendations for change as needed.
  • Other A/R activity includes: Tuition & Fees, Housing, CEU, the bookstore and others. Activities include the processing, analyzing and troubleshooting of student A/R’s for accuracy of the Credit History, oversight of the monthly process which includes collection letters; coordination with other campus departments; and assignment of delinquent accounts to collections. Examines collection agency disputes and provides necessary supporting documentation as required. The incumbent is responsible for reviewing monthly collection agency reports; ensuring the correct updating of addresses; processes returned students, bankruptcies and payments from the collection agency. Is responsible for processing past due accounts to the StateFranchise Tax Board (FTB) and processing received payments. This position requires independent decision-making and effective communication skills. This includes effectively communicating with external agencies and in particular our external agencies such as the various collection agencies, ECSI, Transact, etc. to ensure that commission costs, invoices and reimbursements are processed timely.
  • Is responsible for overseeing the Student Accounts Collection email box and responding to student inquiries in a timely manner. Thorough knowledge of federal, state, and university policies, procedures, regulations, and guidelines: respond to inquiries regarding account status and resolve discrepancies: set up repayment schedules, compute interest charges; process payments: inform billing service of changes and corrections and audit billing agency report to verify that they have been made; reconcile and verify account balances; maintain records of activities performed on each account; locate lost borrowers; release holds when accounts have been brought current; close accounts that have been paid in full; prepare accounts to be forwarded to outside agencies, process disability, death, and bankruptcy cancellation claims; prepare paperwork for small claims or bankruptcy action.
  • Assists with the Accounts Receivable Write-Off Process which includes submitting accounts to management for write-off review and approval. Coordinates the yearly Franchise Tax Board (FTB)Interagency Offset Program which includes due diligence, notification to the student/borrower, and submission of accounts to the FTB. 60% 4 Rev. October 2015 Reconcile and process dishonored checks, electronic checks, and credit card chargebacks: Review financial institution statements for electronic checks and paper checks; ability to recognize and investigate abuse of returned items and determine a course of action for returned items. Process returned items in PeopleSoft and place financial and annual holds as necessary.
  • Coordinate with the General Accounting unit to maintain proper accounting practices. Contact student/faculty/staff via telephone, email and/or letter regarding returned items. Investigates credit card chargebacks and processes customer disputes, fraud, processing errors, authorization issues and non-fullfillments. 15% Negotiate, set up, monitor,and adjust students’ collection agreement payments in PSSF. Counsel, screen and work with Student Success Office to initiate petition filling for students with past dues or fees adjustment. Code and monitor student accounts in ECSI system to update repayment status. Monitor bankruptcy in Pacer system to notify collection agencies per FDCPA rules and regulations.
  • Monitor and track forbearance accounts to ensure past due, payment extension to return to normal collection process. Work with supervisor and IT to create query, troubleshoot, identify and streamline PS SF collection processes such as Dunning collection letter, run Credit History, and Aging report to ensure the setup of past due accounts are correct.
  • Process FTB within PS SF module Meet with various collection representatives on a quarterly basis for news and updates for an overview of agencies’ processes and on rules and regulations such as AB1313; Provides excellent customer service by responding to student inquiries and assisting with collection counseling via in-person, phone and e-mail. 20% General cashiering duties include processing a high volume of related transactions.
  • Provides Payroll assistance for the distribution of paychecks for master payroll, students, hourly, overtime and shift differentials and final settlements. This position is required to perform upgrade testing of PS Student Financials, especially in relation to the collection activity such as the credit history report and processes.


  • Bachelors Degree with 3 years of experience, a background in higher education with an emphasis on Student Financial Services. 2 or more years of experience with PeopleSoft Student Financials as well as experience with the CSU/CMS PeopleSoft Student Admin with an emphasis on Student Financials.
  • Must have experience working in a higher education environment with a particular emphasis on Collections in Student Financial Services. Knowledge of the Collection Agency practices in regards to Higher Education and the State of California.
  • Knowledge of FTB policies and practices. Knowledge of collection practices in regards to past due accounts receivables in relation to the California Education Code.
  • Must have excellent written, oral and interpersonal skills. Must have detailed functional knowledge of PeopleSoft Financials.
  • Must be able to work in a collaborative environment across functional units and at different organizational levels.
  • Must be able to use interpersonal skills with tact, patience, and courtesy. Must be able to maintain records and prepare reports

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at

Background Check

Cal Poly Pomona will make a conditional offer of employment, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any criminal conviction history, considering such factors as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. See policy at


Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at


Cal Poly Pomona is a smoke and tobacco-free campus. See policy at

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at More information is available at:


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: and at

Advertised: July 11, 2022 (9:00 AM) Pacific Daylight Time
Applications close: Open Until Filled

To apply, visit

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