GENERAL PURPOSE OF THE JOB:
This position is responsible for coordinating, preparing and sending out annual billings to property owners and following up with various collections procedures, as well as be responsible for maintaining accurate and up to date information in the properties database and maintaining the highest standards of customer-service and professionalism when responding to property owners questions and concerns. The Billings & Collections Services Director must also maintain financial databases, respecting confidentiality, and carrying out reporting requirements for the Central Philadelphia Development Corporation and its managed entities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Specific job responsibilities include, but are not limited to, the following:
Center City District:
- Maintain relationships with the City’s Office of Property Assessment to insure CCD receives current assessment data in a timely manner each year.
- Coordinate mailings of billing statements and past due notices to CCD property owners.
- Ensure the timely collection of all outstanding charges.
- Follow up on past due bills, including making telephone calls, composing and mailing letters, and filing liens as necessary.
- Reconcile all collections to the general ledger on a regular basis.
- Work with all Finance and Accounting staff to ensure the collections database and the accounting system are balanced and agree on a monthly basis. Ensure timely resolution of any issues.
- Answer questions from property owners about their CCD assessed charges, explaining all CCD policies and procedures
- Maintain billing and collections database to keep track of payments (including entering and updating information, and producing periodic reports).
- Maintain accurate and up to date property ownership records and work with City agencies, owners and title companies to ensure data is current.
- Maintain relationships with City and County agencies (Sheriff's Office, Board of Revision of Taxes, City Law Department, Revenue Department), related to the billing and collection process and with title agencies to ensure collection of charges as properties are sold and/or refinanced.
- Attend meetings such as Sheriff sales as necessary to ensure the collection of past due accounts.
- Provide necessary analyses to determine adjustments, if required to specific property bills.
- Keep management informed of any collection issues and/or successes.
- Produce collection reports as required.
- Assist the Vice President of Finance & Administration with producing assessment and assessed charge related reports for various analysis and Board reporting requirements.
- As needed or requested by the Vice President of Finance and Administration work with other business improvement organizations as directed to assist them with their billing and collection systems, and act as a consulting resource.
- Coordinate record keeping and retention of all assessed charge data.
- Proactively research and review procedures and make recommendations for improving reporting and billing practices.
- Assist the Vice President of Finance & Administration, and other staff with data and analyses relating to periodic reauthorizations.
- Assist with providing data for other assessment related obligations.
Central Philadelphia Development Corporation:
- Work with the CPDC Membership Director to keep accurate records of membership contributions.
- Reconcile contributions to the CPDC general ledger and produce collections reports as required.
- Provide workable solutions to improve the usefulness of the membership database.
- Maintain accurate and up to date membership records and work the Membership Director to ensure data is current.
These are the essential functions of the position; other duties may be assigned. Incumbents may be required to follow any additional related instructions, acquire job related skills, and perform other work as required.
EDUCATION AND EXPERIENCE:
The following are indicative of the education and experience required of the Billings and Collections Assistant Director:
- Bachelor’s Degree in Accounting, finance or related field required.
- Proficiency with databases and software including; Filemaker Pro, Salesforce and Microsoft products among other applications.
SKILLS AND ABILITIES:
- Proven ability to manage all aspects of the Center City District billing and collections database and operation.
- Excellent customer service approach to property owners including the ability to be courteous and polite to property owners, and to be efficient with addressing their needs.
- Excellent oral and written communication skills.
- Ability to provide direction and work cooperatively to ensure the organization operates smoothly and efficiently.
- Patience with handling property owners who may not understand or disagree or annoyed about CCD policies.
- Ability to efficiently respond to requests of senior staff members, make well supported recommendations and quickly follow through on decisions and implementations.
- Must be able to pass a background investigation including criminal history, child abuse clearance, drug screening, and reference check.
CERTIFICATES, LICENSES, REGISTRATIONS:
- Database experience/designation would be preferred.
- Licensed Notary designation (Pennsylvania) desirable.
In order to perform the duties of the position, the ability to sit, use fingers and hands, clearly speak and understand English are important.
Forward Resumes to:
Human Resources Department
Center City District
660 Chestnut Street
Philadelphia, PA 19106
We are an EEO/AA employer. No phone calls please.