Senior Collections Representative

COLL REPR SR (004621)

UCPath Position ID: MI-DPT313000-JC004621-PD168269

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

704412

Approved Date:

3/16/2026 2:06:13 PM

Date Last Edited:

3/16/2026 2:06:10 PM

Last Action Effective Date:

8/10/2011

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

313000 - HOUSING CENTRAL SERVICES

Position Details

UCPath Position Number:

MI-DPT313000-JC004621-PD168269

Position Description ID

168269

UC Payroll Title:

COLL REPR SR (004621)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40058204

Reports to Payroll Title:

ACCOUNTING SUPV 1

UCPath Department Head Position Number:

40059037

Department Head Payroll Title:

ADMIN MGR 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the general direction of the Housing Services Assistant Director of Financial Services, the Senior Collection Representative is responsible for investigations, analysis, and follow-up action required to ensure the collection of accounts for Conference & Catering contracts and miscellaneous debtor billing of accounts receivable balances. Handles billing and collections for Conference & Catering. Preparing analytical reports of accounts receivable activity for senior management. Assist in communicating with debtors and outside agencies in order to obtain information, explain University policies, and ensure the collection of accounts.

At UCLA Housing & Hospitality (H&H), you become part of UCLA's tradition of excellence by providing quality housing, dining, and hospitality services to student-residents, faculty, staff, and campus visitors. We believe there's more to a job than simply being employed. In addition to competitive salaries and comprehensive benefits and retirement plans, H&H team members enjoy significant opportunities for professional and personal growth in a supportive work environment. No matter what your role, you will join more than 2,600+ H&H team members who understand that our motto Hospitality First! means that a warm, gracious attitude makes a difference in the lives of the people we serve.

Collection Process and Preparation of Daily Billing

1. Responsible for preparation of specific actions referrals to outside collection agencies and preparation of write off account summaries. 2. Responsible for the preparation of Conference & Catering invoices and collections correspondence as required. 3. Responsible for proper posting of Conference & Catering deposit and payment journals into the Property Management System. 4. Responsible for maintaining the aging report for Conference & Catering outstanding balance accounts. 5. Responsible for tracking the progress of the collection process for unsettled Conference & Catering accounts by maintaining the aging and outstanding balances workbook. 6. Assist in the coordination and participation with reconciliation of receivable accounts and the initiation of any necessary adjustments. 7. Provide advice to debtors with regard to alternate solutions for meeting their financial obligations. 8. Issue payment agreements that conform to established collection policies. 9. Resolve unusual or difficult collection problems. 10. Calculate manual billing received for Conference & Catering Contracts. 11. Prepare additions and credits to accounts for data entry. 12. Prepare billing entries for returned items. 13. Utilize the campus accounting systems to prepare and initiate refund payments. 14. Prepare University forms as required. 15. Responsible for correspondence related to Conference & Catering accounts that are in arrears at the end of the stay. 16. Prepare voided payment agreement notices. 17. Assist in the preparation of on-line forms for accounts to be sent to collection agencies. 18. Assist in the training of coworkers on procedures and processes.

40%

Reconciliation and Audit

1. Audit account status for payment agreement. 2. Assist in the reconciliation of the Conference and Catering ledgers as required. 3. Responsible for email correspondence to identify and resolve discrepancies with other University units. 4. Maintain accurate records of all original discrepancies and action taken to resolve them. 5. Audit and prepare recharge and any necessary spreadsheets or documentation. 6. Explain pertinent Conference & Catering information and upcoming deadlines to internal and external customers. 7. Responsible for reconciling Conference and Catering invoices to housing databases. 8. Assist in the reconciliation of the Housing ledgers as required. 9. Assist in the training of coworkers on procedures and processes.

20%

Investigate & Resolve Disputes Related to Ledger/Spreadsheet Analysis

1. Assist with Conference & Catering spreadsheets. 2.Responsible for reconciling spreadsheets related to Conference & Catering accounts that are in arrears at the end of the stay. 3. Assist with Detail Aging Collection Analysis. 4. Assist with Alcohol Ledger Account balance. 5. Assist with Conference & Catering Deposit Spreadsheets. 6.Responsible for Return Payment ledger balancing. 7. Assist in the training of coworkers on procedures and processes.

20%

Financial Budget/Customer Service/File Maintenance

1. Responsible for responding to inquiries from debtors by phone, email, and in person. 2. Responsible for preparing/explaining payment agreements. 3. Explain and calculate contract changes for building transfers during Conference Season. 4. Explain and compile documentation for contract cancellation. 5. Explain Conference & Catering billing and resolve balance issues. 6. Assist in maintaining all files for accuracy. 7. Ensure all billing is filed after audit. 8. Maintain voided payment agreement notices. 9. Maintain inventory of all office supplies and coordinate delivery with H.S. managers. 10. Assist in training coworkers on procedures and processes.

10%

Other

1. Work a variable schedule, to include weekends or alternate hours, during peak periods when needed to meet operational/business and customer service needs. 2. Open, respond to and distribute daily mail. 3. Auditing billing. 4. Other duties as assigned by the Assistant Director of Financial Services as well as other Housing Services Managers. 5. Cross train in other Housing Services areas. 6. Filing of previous Conference & Catering data and folders.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

High School Diploma

or GED Equivalent

Preferred

2-4 years

demonstrated experience in accounts receivable, customer service and credit department

Required

1-2 years

Hotel industry experience, as it relates to conferences and catering credit limits, direct billing and collections.

Required

Proficient in MS Office Suite, and advanced-level skills in Excel

Required

Excellent oral and written communication skills

Required

Ability to perform and prioritize duties independently, with a great deal of accuracy, and meeting established deadlines

Required

Working knowledge of internal cash controls and cash handling techniques

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Housing & Hospitality

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.