National Student Clearinghouse · 9 hours ago
Collections Specialist
Herndon, VA
Full-time
Hybrid
Entry Level
$53K/yr - $63K/yr
2+ years expNational Student Clearinghouse is a nonprofit organization that provides transcript and data exchange services for higher education. The Collections Specialist is responsible for managing accounts receivable, ensuring timely collections, and collaborating with internal teams to resolve billing issues and enhance customer experience.
Education
No H1B
Responsibilities
Review and manage accounts receivable aging reports to identify overdue invoices and prioritize collection efforts across contracts, institutions, commercial accounts, and grants
Conduct proactive outreach via email and phone to follow up on past-due balances, resolve payment delays, and maintain positive internal and external customer relationships
Manage a high-volume shared collections inbox, ensuring timely responses, accurate documentation, and appropriate escalation to the Finance Operations Manager, Controller, or Account Managers as needed
Maintain accurate, up-to-date collection notes and payment statuses within tracking tools and the accounting system
Collaborate with Account Managers to align on customer status, dispute resolution, and collection strategies
Partner with the Finance Operations Manager to provide regular visibility into collection performance, risks, and trends to support informed decision making
Work closely with Billing Specialists and customers to resolve billing discrepancies and ensure timely payments
Prepare and distribute regular aging reports, collection updates, and follow-up summaries for Accounting and business stakeholders
Ensure all collection activities adhere to contract terms, internal policies, and applicable regulations
Identify trends in overdue payments or recurring issues and recommend improvements to strengthen collection processes
Analyze current collection workflows and propose more efficient, automated, or scalable approaches based on high-volume collections experience
Support continuous improvement initiatives aimed at increasing collection efficiency, reducing Days Sales Outstanding (DSO), and enhancing the customer experience
Perform other duties as assigned to support Finance Operations and cross-functional needs
Qualification
Required
Bachelors degree in accounting, finance, or a related field; or equivalent relevant work or military experience
2 years of direct and relevant experience handling high-volume collections or accounts receivable activities in a fast-paced finance operations environment
Demonstrated experience using Salesforce, RAMP, Sage Intacct, or similar finance, CRM, or billing systems
Direct and relevant experience managing high-volume invoicing and aging-driven collection processes
Experience working within shared inbox environments or centralized collections workflows
Proven customer service experience within a collections or accounts receivable function, including resolving payment issues while maintaining positive client relationships
Demonstrated proficiency with Microsoft Office Suite
Strong understanding of accounts receivable practices, billing processes, and aging report management
High emotional intelligence with the ability to balance assertive collection efforts while maintaining positive customer relationships
Excellent verbal and written communication skills, with the ability to convey sensitive information professionally and diplomatically
Strong customer service orientation with the ability to de-escalate issues, resolve disputes, and build trust with diverse stakeholders
Ability to analyze account data, identify trends, and make recommendations to improve collection effectiveness
Proficiency with CRM, finance, or billing systems, and comfort navigating multiple tools and data sources
Strong problem-solving skills with the ability to investigate discrepancies and propose solutions
Ability to work independently while collaborating effectively with Account Managers, Billing, and Finance Operations
Strong follow-up skills and persistence, with the ability to meet deadlines and achieve collection targets
Ability to manage time, prioritize high-volume workflows, and stay organized in a fast-paced environment
Adaptability and resilience when handling changes in customer circumstances, funding structures, or business needs
Must live within a commutable distance to Herndon, VA or in one of the Clearinghouse's approved States for hiring purposes
Must be currently authorized to work in the United States on a full-time basis
Must be at least 18 years old
Preferred
Experience in collections or accounts receivable within non-profit environment
Experience working in an education, SaaS, or Data-as-a-Service (DaaS) organization
Familiarity with complex funding structures, delayed payment cycles, or reimbursement-based models
Prior experience supporting process improvement initiatives to strengthen collection outcomes
Experience with implementing or optimizing automation tools, workflow improvements, or system enhancements in collection operations
Exposure to cross-functional collaboration with Billing, Finance Operations, Customer Success, or Account Management teams
Working knowledge of customer master data, payment term structures, and cash application processes
Advanced proficiency with spreadsheets, reporting tools, or dashboards used to track A/R performance
Benefits
Comprehensive medical, dental, and vision insurance
Life and disability insurance benefits
Health care, dependent care, and limited purpose flexible spending accounts
Health savings account with annual employer contributions of $300 for employees and $600 for employees who are enrolled with their spouse and/or dependents
Voluntary supplemental health plans for Accident and Hospital Indemnity coverage
Infertility coverage
Generous 401k matching contribution program
Competitive paid leave program consisting of vacation, sick, and personal time
Paid holidays
Up to 3 weeks of paid parental leave during a 12-month period
Up to 5 days of paid military leave per calendar year
Vacation time will accrue based on length of service
New full-time hires can accrue up to 13 days of vacation and up to 10 days of sick time per year
New employees may use up to 32 hours of accrued sick time as personal time
The Clearinghouse observes at least 15 paid holidays per year
Reimbursed for basic wholesale company and roadside assistance memberships
Request a buy back on portions of unused accrued vacation based on tenure and certain other qualifications
Employee Education Assistance Program
Enterprise-wide LinkedIn Learning subscription
Mental health with up to eight free therapy sessions for employees and their family members
Well-being reward benefits
Eligible for service credit towards the Public Service Loan Forgiveness program (PSLF)
Company
National Student Clearinghouse
The Clearinghouse helps educational institutions improve efficiency, reduce costs and workload, and enhance the quality of service.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Ricardo (Rick) Torres
President & CEO
Erin Seraydian
Chief Financial Officer
Recent News
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2025-10-04
2025-02-03
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2024-04-09
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