To administer the non-judicial activities of the collection division of the Superior Court; to plan, direct, and supervise court staff engaged in collection activities for monies due the court; and to be responsible for resolving complex court collection issues. This classification is unrepresented and at-will.
SUPERVISION RECEIVED AND EXERCISED:
- Supervision provided by the Court Financial Officer or designee
- Provides direct supervision of collection and clerical staff for the collection division of the court
(Essential duties may vary from position to position, within this classification. Reasonable accommodations will be made when requested and determined by the Court to be appropriate under applicable law)- Plans, assigns, coordinates, reviews, evaluates and supervises the work of collections staff, which includes interviewing, work product assessment, work assignment, training and development, implementing disciplinary action, writing performance evaluations, and other supervisory functions.
- Assigns and reviews the daily work of Court collection support staff by ensuring counter coverage where required, reviewing cash and receipt collection, determining staffing allocation for vacations and other absence issues and maintaining other general operations oversight for the collections division.
- Under the direct guidance of the Court Financial Officer or designee, develops and implements division policies and procedures; reviews procedures and develops collection improvements to provide enhanced results to defendants and the Court; revises forms and work procedures to conform to changes in law.
- Identifies training needs and develops training classes to improve collection skills. Trains and orients new employees in unit operations and performance expectations. Provides necessary ongoing training and instruction to court collection staff as procedures, regulations and policies are updated and change.
- Prepares personnel data forms, status changes and other personnel related documents for collections staff.
- Explains policies and procedures and answers inquiries concerning billing and collection matters verbally using telephone, virtual and in face-to-face meetings, as well as in writing using email, computer software and manual writing methods as appropriate, to the general public, defendants, attorneys, Court judiciary, staff and administration and the Judicial Council of California (JCC).
- Oversees, verifies, and analyzes basic information gathered in initial interviews from debtors making payment arrangements; conducts the more difficult/problem personal interviews to obtain financial information from debtors making payment arrangements; evaluates the ability of parties to pay on a planned basis and obtains payment agreements.
- Assumes responsibility for maintenance of complete records on all accounts and monies collected.
- Prepares, reviews, and analyzes reports on the status of collections and outstanding accounts to measure performance of the department.
- Communicates with Court support staff regarding division operations and requirements by meeting with staff, email, telephone, informal and formal workshops and other educational devices, both manual and automated.
- Attends staff and other work-related meetings, workshops, seminars, and other continuing education opportunities.
- Meets with the Court Financial Officer to evaluate department goals, objectives or problems which include formulation of administrative procedures, forms and processes, developing more efficient workflow methods, and implementing manual/automated systems.
- Handles routine correspondence related to unit operations through the preparation of memos, letters and reports utilizing computers and related software including word and excel spreadsheets.
- Serves as a representative of the Court, displaying courtesy, tact, consideration and discretion in all interactions with other members of the Court community and with the public.
MARGINAL FUNCTIONS:
- Perform related duties as assigned.
Education and Experience:
The following combinations of education and experience that likely provide the required knowledge, skills, and abilities are qualifying.
Education/Experience:
- Completion of a BA/BS in business or public administration, finance or a closely related field; and two (2) years in a finance or collections/ revenue recovery position including one (1) year in a lead or supervisory capacity.
OR
- Equivalent to completion 60 units of college with an emphasis in business or public administration, finance or a closely related field; and three (3) years in a finance or collections/revenue recovery position including one (1) year in a lead or supervisory capacity.
OR
- Equivalent to completion of twelfth grade or GED; and five (5) years in a finance or collections/revenue recovery position including one (1) year in a lead or supervisory capacity.
NECESSARY EMPLOYMENT STANDARDS
Knowledge of:
- Methods and techniques used in collecting delinquent accounts and enforcing governmental regulations relating to debt collection
- Laws and regulations pertaining to collections, e.g. Penal Code §1463.007.
- Customer service methodologies as relates to a collections environment.
- Interviewing methods and techniques.
- Caseload management methods and techniques utilizing case management software and other programs.
- Skip tracing methods and techniques.
- General office procedures and practices including operation of office equipment including computer and related software, fax machines, copiers, and multi-line telephone.
- Resources available to locate individuals and sources of credit information.
- Financial record keeping and general bookkeeping methods.
- Basic math, including addition, subtraction, multiplication and division, to compile data and compute percentages.
- Bookkeeping procedures sufficient to maintain records of fines / fees and public funds.
- Principles and practices of supervision, training, and performance management including performance evaluation.
- Correct business English usage, grammar, vocabulary, spelling and punctuation.
Skill/Ability to:
- Read, interpret and explain laws and regulations related to collections.
- Manage a caseload.
- Review division procedures and workflow processes to identify areas that require updates or changes based on regulations, legal updates, technological improvements or court policy.
- Negotiate and come to an agreement on payment plans with defendants that are unable to make lump sum payments.
- Communicate effectively in English, orally and in writing.
- Communicate with people from various educational and socioeconomic backgrounds.
- Prepare clear, concise reports and correspondence utilizing computer programs such as word, excel, and other information gathering methods.
- Keyboard at a speed of 40 wpm.
- Operate a personal computer and related software, including collections related productivity software and case management systems.
- Use patience, tact and courtesy to deal with the public under a variety of circumstances utilizing customer service skills and techniques.
- Establish and maintain effective working relationships with coworkers, staff and superiors.
- Gather, assemble, analyze and evaluate facts and evidence, draw logical conclusions and make appropriate recommendations.
- Implement policies and procedures relating to collections dictated by law, regulation and executive management directives.
- Establish priorities, assign, coordinate and direct work activities of staff to maintain workflow.
- Arrive to work area punctually to begin daily departmental oversight for daily deposits and workflow direction.
WORKING CONDITIONS:
The demands and work environment characteristics described here are representative of those that must be met or are encountered by an employee while successfully performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Regularly Required:
- Sit at a desk and/or in front of a computer terminal.
- Twist and bend neck.
- Repetitive hand movement while performing computer data entry as well as writing.
- Travel to various court divisions.
- Stand while assisting employees.
- Reach above and below shoulder height; and
- Grasp, lift and move items weighing up to 10 lbs.
Frequently Required:
- Push and/or pull drawers of desk and/or file cabinets.
- Kneel, crouch and stoop while retrieving materials from shelves and cabinets.
- Tolerate mild exposure to dust.
- Grasp, lift and move items weighing up to 25 lbs.
- Drive to various meeting locations.
Occasionally Required:
- Move items weighing up to 50 lbs.
- Crawl and/or climb while retrieving materials.
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