Accounts Receivable Representative

COLL REPR (004622)

UCPath Position ID: MI-DPT319200-JC004622-PD166129

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1115601

Approved Date:

1/23/2025 1:11:38 PM

Date Last Edited:

1/23/2025 1:11:32 PM

Last Action Effective Date:

6/30/2016

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

319200 - LUSKIN CONFERENCE CENTER

Position Details

UCPath Position Number:

MI-DPT319200-JC004622-PD166129

Position Description ID

166129

UC Payroll Title:

COLL REPR (004622)

Business Title:

Accounts Receivable Representative

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:

40069488

Reports to Payroll Title:

ACCOUNTING SUPV 1

UCPath Department Head Position Number:

40040346

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

The Accounts Receivable Representative is responsible for the collection efforts for all Luskin Conference Center receivable accounts. The incumbent audits accounts to ensure accuracy, initiate billing, prepare correspondence to customers regarding account status, and maintain the files of record for all customers.

The Luskin Conference Center (LCC) is a 300,000-square-foot, 7-story property on the UCLA campus. The LCC is comprised of 254 guest rooms, approximately 25,000 square feet of meeting space, a 160-seat restaurant, a fitness center, and a business center. The LCC is an academic meeting and conference destination supporting UCLA's education and research mission.

The Luskin Conference Center is a no-tipping environment.

Collection Process and Preparations of Daily Billing

 • Send out correspondence to customers regarding delinquent account balances, credit balances, voided payment agreements, and changes to account status

 • Responsible for preparation of specific actions referrals to outside collection agencies and preparation of write-off account summaries

 • Responsible for proper posting of conference deposit and payment journals into the Property Management System

 • Initiate special collection efforts such as unlawful detainer process and providing documentation to support litigation brought by the University's outside collection agency. Send out correspondence to customers notifying them of action taken

 • Prepare manual billing for new accounts.  Audit billing as necessary to ensure the accuracy of accounts. Initiate necessary adjustments

 • Maintain accurate records of all original discrepancies and actions taken to resolve them

 • Provide advice to debtors concerning alternate solutions for meeting their financial obligations

 • Issue payment agreements that conform to established collection policies

 • Prepare billing entries for returned items

 • Prepare additions and credits to accounts for data entry

 • Utilize the campus accounting systems to prepare and initiate refund payments

 • Resolve unusual or difficult collection problems

 • Actively communicate with debtors using written correspondence, telephone calls, and correspondence via email

 • Recommend to the Senior Accounting Manager that accounts be turned over to outside collection agencies and be written off

 • Prepare University forms as required

 • Responsible for correspondence related to accounts that are in arrears at the end of the stay

 • Assist in the preparation of online forms for accounts to be sent to collection agencies

35%

Financial Budget/Customer Service

 • Responsible for responding to inquiries from debtors

 • Discuss and arrange alternate payment solutions with customers to assist them in meeting their financial obligations

 • Explain pertinent information and upcoming deadlines to internal and external customers

 • Explain and calculate room change balances

 • Explain and compile documentation for contract cancellation

 • Explain payment options that are available to clients. This may include payment due dates, coupons, and necessary credit card information

 • Explain conference and room billing and resolve balance issues

 • Ensure all billing is filed after the audit

 • Maintain voided payment agreement notices

 • Maintain all files for accuracy

 • Pull and file any hard-copy documents needed for daily transactions

35%

Reconciliation and Audit

 • Audit account status for payment agreements

 • Audit application payments received

 • Audit changes in billing to ensure the accuracy of accounts

 • Audit changes in contact information for accuracy

 • Assist in reconciling month-end reports with master reports

 • Audit and prepare recharge contracts and rental agreements and any necessary spreadsheets or documentation

 • Assist with detail aging collection analysis

 • Assist with over & dup ledger account balance

 • Assist with security deposit spreadsheets

 • Assist with return items ledger balancing

 • Assist with write-off aging reconciliation and reporting

20%

Daily Mail

 • Open all mail received by the LCC Accounting Department

 • Ensure all payments are posted to the correct customer account

 • Separate and batch payments by payment type. Run calculator tape totals for each batch of mail to be processed

 • Create accounts, when appropriate, to post payments received

 • Fill out appropriate deposit forms, and deposit payments received for conference, rooms, and miscellaneous income payments

 • Send coupons, postcards regarding the correct payee, and other correspondence to customers regarding payments that are mailed in

 • Reconcile three times per day, the mail batches to the payments posted daily

 • Responsible for research on returned items to ensure delivery

 • Follow established department and University guidelines regarding mail opening and cash handling

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

1+ years

Experience in collections, accounts receivable, and customer service

Required

1+ years

Accounts receivable experience in a hotel or conference center setting

Preferred

Skill in writing grammatically correct business English, such as reports, memos, and other routine correspondence 

Required

Ability to prioritize assignments and make appropriate adjustments despite changes in workload and competing deadlines

Required

Highly developed interpersonal communication skills including political acumen, social perceptiveness, and the ability to engage with diverse populations in a respectful and culturally responsive manner

Required

Proficient skills using standard business software (e.g. Microsoft Office Suite), property management software, hospitality sales software, business analytics tools (e.g. Essbase/SmartView), and accounting and finance systems

Required

Skill in analyzing information, problems, and situations to provide appropriate solutions using established policies and procedures 

Required

Skill in performing mathematical computations to correctly perform rental prorations

Required

Experience and skill in auditing calculations and documentation to ensure accuracy and completeness of information 

Required

Working knowledge of computerized billing and receivable systems 

Required

Working knowledge of internal controls and cash handling techniques 

Required

Skill in operating a 10-Key adding machine by touch with speed and accuracy 

Required

Working knowledge of University financial and accounting systems

Preferred

Working knowledge of hotel front office and back office database systems 

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.

Evenings, weekends, holidays, and overtime based on departmental needs

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Luskin Conference Center

Standing/Walking

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 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.