COLLECTIONS SPECIALIST

Job Summary

Responsible for the collection record keeping and preparation of reports Navy Exchange Program accounts payable debit balances.

Duties and Responsibilities :

• Reviews and investigates correspondence / telephone inquiries from vendors and / or Navy Exchange / NEXCEN involving problems or questions relating to accounts payable debit balance transactions. Inquiries may cover such matters as non-receipt of payments, requests for payments of past due invoices, clarifications of status of payments, conditions of payment for goods and / or services furnished by vendors, billing instructions, payment procedures or any other matters affecting accounts payable debit balance transactions.
• Reviews and investigates vendor accounts in the collection of Navy Exchange Program accounts payable debit balances due NEXCOM. Reviews and identifies out-dated debit balances on a daily basis. Researches records for applicable documents, analyzes and verifies accuracy of vendor code numbers. Initiates correspondence to vendors notifying outstanding debit balances owed to NEXCOM. As necessary, follows up by contacting vendors directly by telephone requesting payment. Maintains files on collection of debit balances in cases where payment is made by vendor. Extracts, compiles, verifies and summarizes numerical and statistical information supporting reports on collection of funds.
• Performs detailed searches through a variety of records to locate necessary documents, invoice payment information and other reference material. As necessary, initiates correspondence / telephone requests to obtain missing documentation. Based on findings of review / investigation, prepares necessary correspondence to explain reasons for non-payment, discrepancies or delays in payments, duplicate payments, or other circumstances requiring corrective action. Issues appropriate accounting documents and adjustments to resolve problems. Advises vendor, Navy Exchange / NEXCEN, activity, etc. of corrective action.
• Maintains contact with procuring / receiving activities, dealers, sub contractor personnel, etc., for the purpose of obtaining and / or providing information regarding accounts payable debit balance transactions under investigation. Keeps personnel in other organization entities apprised of matters affecting their functional responsibilities. Maintains contact with other divisions and branches of NEXCOM as well as with Navy Exchanges / NEXCENs in connection with such matters as accuracy of vendor invoices, discount terms, problems related to vendor billing, etc. Reviews open files of correspondence with vendors and Navy Exchanges / NEXCEN's to assure follow-up and timely resolution of open matters.
• Reviews open files for valid and uncollectible debit balances which may be referred to a collection agency for further action. Provides collection agency with documentation required. Monitors progress and prepares status reports. Reviews collection agency invoices for commission on collected accounts and if appropriate, initiates payment.
• Performs other related duties as assigned.
• Works under the general supervision of a designated supervisor who provides new or revised policies and procedures and guidance in connection with difficult problems or situations where no clear precedent exists. Incumbent exercises independence and judgment in carrying out daily assignments and may recommend modifications or changes in connection with problem situations.

GENERAL EXPERIENCE :

One year of experience performing clerical work that demonstrated customer service accuracy and attention to detail to apply established procedures for researching recording and compiling data.

AND SPECIALIZED EXPERIENCE :

One year of experience performing work that required knowledge of established customer service skills and basic accounting procedures and or techniques such as analyzing and researching accounting data recording data and or customer client oriented.

SUBSTITUTION OF EDUCATION FOR EXPERIENCE :

Six months of academic study 15 credit hours above the high school level that included 3 credit hours of accounting may be substituted for each 6 months of general experience. One year 30 credit hours of academic study above the high school level may be substituted to each 6 months of specialized experience.