Item 2.F-January 13, 2012
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions.
Incumbent(s) Name (if applicable):
Position #(s):
Current Title:
Current Range:
(JCC: )
Department: Controller’s Office
College/Division: Business & Finance /
Vice President, Administration and Finance
Account #:
1201-104-0907
Action Proposed: (check all that apply)
(X) New position:
Proposed Range: 2
Proposed Title:
Specialist, Third Party Contract and Collections
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
JCC (Current or new
( ) Line of Progression (show titles below)
HR assigned):
Range:
I certify that the statements in this description are accurate and complete to the best of my knowledge.
__________________________________________________________________
Employee’s Signature
___________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
__________________________________________________________________
___________________
Immediate Supervisor’s Signature Shirley Chambers, Manager of Student Accounting
Date
__________________________________________________________________
___________________
Tom Judy, AVP, Business & Finance
Date
Director/Chair/Dean
Approved for Salary Placement Committee review.
__________________________________________________________________
Pres/Vice Pres/Vice Prov Signature Ron Zurek, Vice President
Administration and Finance
Pos #(s):
___________________
Date
Action Approved by the Provost/President (Completed by Faculty HR):
JCC: 67343
Range: 2
EEO: 3D
Eff: 2/1/2013
Approved Title: Specialist, Third Party Contract and Collections
__________________________________________________________________
___________________
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:____________________________________________
Printed Name:_________________________________________________
__________________
Date
Position Description – Specialist, Third Party Contract and Collections
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the university.
Attach an organizational chart with positions, ranges, and names for the division which reflects
the position in it as well as those supervised in the department. (This section is used for
advertisement of the position.)
The Specialist, Third Party Contract and Collections, establishes third-party contracts (TPC) with
external and internal customers for payment of student fees. This is done by creating organizational
contracts in PeopleSoft and establishing the terms and conditions of those contracts. The position
creates and runs standard and special reports to generate account audits and extracts data to create
TPC billings; performs collections and submits credit bureau reporting; assists with accounts reviews
prior to course cancellations; prepares billings; and performs due diligence. The position reports directly
to the Manager of Student Accounting.
2. List the major responsibilities, including percentage of time devoted to each. Provide enough
detail to enable a person outside the department to understand the job (percentage first with
heading and then bulleted information).
75% - Third-Party Contract and Collections Management
 Develop and run queries to extract data required to perform account audits for billing, course
cancellations, and collection and credit bureau reporting
 Set up and maintains TPC terms and conditions in PeopleSoft
 Set up and maintain collections module and workflows in PeopleSoft
 Monitor the accuracy of data in the student information system as it pertains to student accounting,
billings, delinquencies, collections and credit bureau reporting
 Perform TPC accounts reconciliations and processes TPC payments
 Process Internal Purchase Orders (IPO) and journal vouchers for internal sponsors and waivers
 Create and maintain billing communications within PeopleSoft and the Student Center
 Coordinate technical issues with the unit’s supervisor and staff
 Manage the federal AmeriCorps Program, all U.S. Department of Defense contracts and Nevada
National Guard waivers
20% - Administration and Compliance
 Document system and business processes in a business process guide
 Conduct administrative systems functional testing and modification development
 Ensure collection efforts are performed in compliance with federal, state and institutional policies
and procedures
5% - Project Assistance
 As directed by the supervisor, assists with cashier operations
3. Describe the level of freedom to take action and make decisions with or without supervision
and how the results of the work performed impact the department, division and/or the university
as a whole.
Level of Freedom:
The Specialist, Third Party Contract and Collections, exercises independent judgment in developing and
implementing methodologies that support TPC accounts management, collections and credit reporting
functions for the Student Accounting office. Technical skills and decision making are applied to resolve
problems and create queries to support the goals of this position and the Student Accounting office.
Accounts receivable and collections knowledge is applied in making decisions, reviewing accounts and
Position Description – Specialist, Third Party Contract and Collections
Page 3
resolving problems. The incumbent must interact and collaborate with staff within the Controller’s Office,
Financial Aid Office and Enrollment Services, as well as external businesses and state and federal
governmental agencies. Goals for the position are determined by the Manager of Student Accounting.
Level of Impact:
The effectiveness of the Student Accounting office is dependent upon producing accurate and timely data.
The impact of inattention to data integrity directly affects the university’s ability to bill and collect student
fees. Failure to provide accurate and timely data could result in the inability of the office to collect student
fees. Failure to reconcile and provide accurate billing and timely due diligence could result in the loss of
cash flow and/or the loss of U.S. Department of Defense contracts or Title IV funding for the university.
Failure to provide accurate and timely information to credit bureaus could result in inaccurate reporting of
students’ credit history.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 Accounts receivable
 Student accounting systems
 Collection industry standards, rules and regulations such as the Fair Credit Reporting Act.
 Institutional and Board of Regents policies and procedures
 Query report writing
Skills
 Excellent planning and organizational skills
 Advanced proficiency in the use of a personal computer and current software applications
including, but not limited to, Microsoft Office Suite (Word, Access, Excel, PowerPoint and
Outlook), as well as the PeopleSoft student application
 Strong interpersonal skills with the ability to work independently and as part of a team
 Analytical, decision-making and problem-solving skills
 Excellent verbal and written communication
Ability to:
 Design and develop data queries
 Document office processes, data sources and procedures
 Design and train users in effective data entry and maintenance
 Communicate effectively with a variety of audiences in technical and non-technical terms
 Define problems, collect and analyze data, establish facts, draw valid conclusions and make
recommendations based on the data that will improve business processes and data integrity
 Manage, prioritize and complete multiple projects/tasks in an efficient and timely manner while
maintaining focus on organizational goals
 Work cooperatively with faculty, staff, TPC agencies, collection agencies and students relating to
inquiries concerning student data
 Maintain confidentiality of sensitive information
 Work with diverse populations
Position Description – Specialist, Third Party Contract and Collections
Page 4
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts ( i.e., to provide services, to resolve problems,
to negotiate).
Internal
Controller’s Office staff
Functional Analyst
Enrollment Services staff
Student Financial Services
Veterans Services
Other Departments
External
NSHE institutions
External businesses and
governmental agencies (DoD,
VA, State Employment, Nevada
National Guard, etc.)
Collection and credit reporting
agencies
Reason for Contact
To communicate regarding processing of wires received, posting of
JVs and accounting analysis
To report functional problems and complete system set-ups and
testing for new patches and bundles
To coordinate course and class fee information for sponsored
classes, as well as reporting of student grades for sponsored
students and course cancelation
To coordinate sponsorship information with financial aid awarding
To coordinate Chapter 33 and VA certification, deferment and
payment information
To coordinate sponsorship of students, IPOs, waivers and
processing of payments
Reason for Contact
To process grant-in-aid and graduate assistantship waivers for
other NSHE institutions, billing invoices and payments
To coordinate third-party contract terms and conditions, billing and
payment of tuition and fees
To coordinate collection and credit reporting of student and TPC
agencies
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Bachelor’s Degree from a regionally accredited institution
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Bachelor’s Degree and two years or a Master’s Degree and one year of experience working in
accounts receivable, student accounting and/or collections
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None