Collections Clerk Job Description

When accounts receivable follow-up lags in a financial services back office, arrears creep past budgeted maximums, disputed insurance claims stall, and cash flow forecasts lose their footing. The Collections Clerk closes that gap. Working across weekly cash reconciliations, aging report reviews, and direct debit administration, the Collections Clerk keeps financial services ledgers current while liaising with insurance carriers, repossession agents, and legal representatives on disputed accounts. The numbers only balance because someone tracks every disputed account from first notice through to final resolution and confirmed, reconciled payment.

Collections Clerks in financial services are accountable for recovering overdue balances before they convert into write-offs, working claim disputes and arrears reports until each account is current. The role sits within the collections and accounts receivable function, coordinating daily with credit teams, sales staff, and outside agencies to keep exposure contained.

Career Impact: Working disputed insurance claims and arrears reports builds a resume ready for credit analysis or accounts receivable leadership roles.

Business Impact: Keeping arrears reports below budgeted maximums protects the cash flow that funds day-to-day operations across the business.

Growth Opportunity: Handling insurer and legal representative disputes directly opens a clear path toward credit control or collections team lead positions over time.

• Drive daily outreach to delinquent accounts by phone and email to secure firm payment commitments and updated timelines.
• Validate customer payments against account statements and posted cash receipts to resolve billing discrepancies and claim deductions.
• Coordinate direct debit administration, arrears reporting, and payment plan setup across a portfolio of assigned accounts.
• Liaise with insurance carriers, repossession agents, and legal representatives to progress disputed and delinquent account cases.
• Monitor risk logs and follow up on outstanding compliance actions to meet regulatory reporting deadlines.
• Audit weekly cash receipts and bank reconciliations to identify, investigate, and correct posting variances.
• Support finance team reviews of VAT and other regulatory reporting adjustments as discrepancies arise.
• Communicate proactively with sales managers and credit teams regarding overdue accounts and escalation status.

• Bachelor's degree in accounting, finance, or business administration, or equivalent work experience in a collections environment.
• Experience in a collections, credit, or accounts receivable role, with demonstrated confidence resolving disputed accounts and claim deductions.
• Excellent written and verbal communication skills for daily contact with customers, sales staff, and outside stakeholders.
• Strong organizational skills, with the ability to manage a portfolio of accounts and consistently meet all reporting deadlines.
• Proven ability to work collaboratively as part of a team, coordinating with colleagues across departments.
• Meticulous attention to detail when reconciling accounts, auditing cash receipts, and preparing reports.
• Proficiency in spreadsheet-based financial reporting tools, including pivot tables and lookups for reconciliation work.
• Ability to work independently with minimal supervision while managing competing priorities and deadlines.

• Prior experience in financial services or asset finance collections work is an advantage for this role.
• Fluency in a second language, such as French or Spanish, is a plus for multilingual accounts.
• Familiarity with enterprise resource planning systems used for accounts receivable and cash application is preferred.
• Strong numeracy and analytical ability for reviewing aging reports and credit exposure is desirable.

• Days sales outstanding, reflecting how quickly this role converts overdue balances into cash.
• Arrears as a percentage of budgeted maximum, tracking whether accounts stay within target.
• Reconciliation accuracy rate, measuring how many cash postings match bank records without variance.
• Dispute resolution time, measuring days to close claims raised by insurance carriers or legal representatives.
• Compliance action closure rate, tracking outstanding governance and regulatory items resolved on schedule.

• Base Salary Range: $36,000 to $48,000 per year, depending on location and experience
• Bonus: Occasional small performance bonus tied to collection targets, typically under $2,000 annually
• Equity: Not applicable, as this role is not typically eligible for equity compensation
• Health Benefits: Medical, dental, and vision insurance, usually available after a short waiting period
• PTO: Approximately 10 to 15 paid vacation days per year, plus standard holidays
• Common Perks: Employee assistance programs, tuition assistance, and occasional remote or hybrid scheduling options

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment with this organization is contingent upon successful completion of a background check, which may include a review of credit history where permitted by law. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Reasonable accommodation is available for applicants with disabilities upon request. Candidates must be authorized to work in the United States.

The Collections Clerk delivers accurate offset postings and patient payment processing across daily cash reconciliation, catching EOB discrepancies before they reach billing. Reporting to the billing department, the Collections Clerk coordinates with staff handling patient accounts to keep batch information accurate and transfer records properly documented across company locations.

Key Responsibilities

• Make copies of any offsets, over/under EOBs for appropriate staff.
• Match all cash sales delivery tickets from file to the Daily Control Sheet.
• Execute post-patient line items.
• Process patient payments and refunds.
• Process Transfers Out (TROUTs) and Transfers In (TRINs) to and from other company locations.
• Verify all batch information for accuracy.

Required Qualifications

• High school diploma or GED equivalent.
• Experience working in healthcare, home health, or the medical field and administrative record management.
• One to three years of related prior work experience in a team-oriented environment.
• Working knowledge of general office technology, including email, internet research, Microsoft Word and Excel, and standard office equipment such as fax machines, copiers, and printers.
• Comfort working in a helpful, knowledgeable, and polite manner while maintaining a positive attitude.
• Able to interpret a variety of instructions across a variety of communication mediums.
• Ability to maintain confidentiality and practice discretion and caution when handling sensitive information.
• Capacity to multitask along with strong attention to detail.

Embedded within the Collections team, the Collections Clerk owns the follow-up on overdue accounts, keeping arrears within budgeted limits through daily customer contact by phone and email. Working closely with the Collections Manager, insurance companies, repossession agents, and legal representatives, the Collections Clerk keeps risk logs current and ensures governance and compliance requirements are met on every case.

Core Functions

• Collect overdue accounts as agreed with the Collections Manager.
• Ensure that arrears are kept below budgeted maximums.
• Correspond daily with customers by telephone and email to ensure payments are made.
• Advise and provide regular updates to relevant staff on any significant collections case and its progress.
• Maintain up-to-date records and allocation of monies.
• Administer direct debits and prepare arrears reports.
• Liaise with insurance companies, repossession agents, legal representation, and sales representatives.
• Ensure that all governance and compliance requirements are adhered to and that all reporting and reviewing activities required by regulatory bodies are carried out to the required standards.
• Manage risk logs, including actively following up on outstanding actions.

Qualifications & Experience

• Previous experience in customer service, with a proven track record of dealing with customers in a variety of situations.
• Experience in a collections role or similar.
• Financial services experience, specifically within asset finance, is desirable and would be an advantage.
• Strong numeracy and analytical ability.
• Excellent written and verbal communication skills with a customer service focus.
• Good practical problem-solving skills.
• Ability to multitask and adapt working style when required.
• Exceptional interpersonal skills.
• Strong team player, able to work well within a collections team.

Reporting to the Team Leader, the Collections Clerk builds structured payment plans and resolves billing discrepancies while keeping customer accounts reconciled against outstanding balances. Partnering with sales managers and the finance team, the Collections Clerk applies cash receipts, audits reconciliations weekly, and supports VAT reporting to keep financial records accurate.

Primary Duties

• Keep track of and follow up on customer payments in compliance with financial policies and procedures.
• Reconcile balances to customer statements by sending reminders and contacting clients with outstanding accounts.
• Organize and set up payment plans with customers.
• Verify discrepancies and resolve customer billing issues.
• Analyze claim deductions and price discrepancies directly with customers.
• Review and reconcile payments on account with customers.
• Communicate with sales managers regarding overdue accounts.
• Apply and post payments through cash application.
• Conduct weekly audits of cash receipts and bank reconciliations, reviewing any variances.
• Assist with backup documentation for audits and retrieve required information.
• Assist the finance team with monthly VAT reporting and make necessary adjustments for any discrepancies.
• Maintain communication with the Team Leader.

Skills & Qualifications

• Experience working in an office setting, including familiarity with office suite software.
• Knowledge of the ERP system, Microsoft Dynamics 365, is a plus.
• Excellent communication skills.
• Good organizational skills.
• Team player with a collaborative approach.
• Ability to work efficiently under time pressure.
• Meticulous and detail-oriented.
• Fluency in English, French, and Spanish.

Sitting at the intersection of sales and credit collections, the Collections Clerk shapes how delinquent accounts move from first contact to resolution, using claims review and account monitoring to catch issues early. Operating across high volumes of outbound calls and emails, the Collections Clerk works with sales management to accelerate collections and requests credit or debit offsets when discrepancies surface.

Duties

• Provide customer service regarding collection issues and resolve customer discrepancies.
• Monitor and maintain assigned accounts for collections.
• Enlist the efforts of sales management when necessary to accelerate the collection process.
• Communicate and follow up effectively with management regarding customer accounts on a timely basis.
• Establish and maintain effective and cooperative working relationships with internal and external customers.
• Make high-volume phone calls and emails to assigned delinquent customers.
• Review accounts for pending claims and update the claims log.
• Request offset of credits and debits to management.

Requirements

• Strong background in outbound collections, accounts receivable, reconciliation, aging report analysis, and credit analysis.
• SAP experience is preferred.
• Advanced Excel and Word skills.
• Excellent verbal and written communication skills.
• Positive, self-motivated attitude with a willingness to learn.
• Strong team player, able to work well with individuals inside and outside the department at various levels.
• Highly organized, meeting deadlines with superior attention to detail.
• Ability to work independently with minimal supervision.
• Able to research, problem-solve, and identify solutions.

A key member of the credit and collections team, the Collections Clerk delivers structured recovery of overdue funds, using dunning letters, payment commitment letters, and credit hold notices to prompt payment. Collaborating across the credit department and outside collection agencies, the Collections Clerk escalates unresolved balances, recommends bad debt write-offs, and keeps payment records accurate for every account.

Functions

• Perform fundraising activities to maximize collections.
• Issue dunning letters and payment commitment letters for overdue accounts.
• Use tracking techniques to locate customers.
• Contact customers regarding overdue accounts and determine reasons for non-payment.
• Negotiate and take back unpaid goods when payment is unlikely.
• Monitor cash on delivery, or COD, payments.
• Issue credit hold notifications and coordinate customer credit changes with the credit department.
• Recommend that accounts be transferred to a collection agency.
• Handle complaints in Small Claims Court.
• Recommend write-off of bad debts.
• Maintain accurate records of customer payment status.

Experience & Qualifications

• Associate degree in commerce is an asset.
• Three or more years of experience in collections and managing a collections database.
• Thorough, with the ability to work independently.
• Strong interpersonal and communication skills, especially in English.
• Fluent in English, or completely bilingual.

Accurate reimbursement for pump and supply orders depends on the Collections Clerk, who owns claim follow-up with third-party payors, resolving discrepancies in EOBs and remittance advices before they become write-offs. Serving as the point of contact for patients, payors, and internal teams, the Collections Clerk verifies eligibility, reconciles patient accounts, and reports productivity against service level targets.

Accountabilities

• Verify accuracy of statements, patient and payor related, and other healthcare financial accounting documentation or records.
• Enter data into computer systems using defined computer resources and programs.
• Compile data and prepare a variety of reports.
• Reconcile records with team members and leaders, and communicate with internal and external customers, vendors, and health plan or payor representatives regarding account and claim status.
• Recommend actions to resolve discrepancies, investigate questionable data, and analyze and problem-solve account issues to full resolution.
• Initiate follow-up activities with third-party payors regarding open claim balances, making written and verbal inquiries.
• Reconcile claims and accounts to complete resolution, performing adjustment requests and updating patient accounts and claims online with consistently formatted notes.
• Perform eligibility verifications on patient accounts as new insurance plans and carriers are identified, and update information on expired plans and carriers.
• Research account issues and overpayments, conducting follow-up and conference calls with payors and patients to resolve concerns and initiate refund requests.
• Determine when claims and accounts are uncollectible, and recommend and initiate bad debt write-off procedures.
• Meet or exceed key performance indicators measuring productivity, quality, and service level as defined by senior management.
• Participate actively in team initiatives and team status meetings.

Technical Qualifications

• Experience with a variety of government and commercial insurance plans, including PPO, HMO, EPO, POS, Medicare, Medicaid, and HRAs, and coordination of benefits, referral, authorization, and pre-determination requirements.
• Experience reading and interpreting EOBs, remittance advices, and insurance correspondence to calculate patient responsibility under applicable coverage and contract terms.
• Experience reviewing and analyzing insurance payments and payor adjudication of claims against contract terms and patient benefits.
• Experience with medical billing and collections terminology, including CPT, HCPCS, and ICD-10 coding.
• Experience with HIPAA guidelines and healthcare compliance requirements.
• Experience in a payor or medical provider community handling all aspects of the revenue cycle, including work within a large, even matrixed, corporate environment.
• Proficiency in navigating multiple screens and programs simultaneously, and in preparing forms, spreadsheets, and graphs to support problem-solving and multitasking.
• Previous experience with electronic patient billing software systems.
• Good customer service skills, with the ability to interact professionally and attentively with patients, insurance payors, doctors, and internal departments.
• Ability to maintain composure and follow instructions and protocols when handling unfamiliar or unusual payor and customer issues.
• Demonstrated ability to present information clearly, concisely, and accurately, both verbally and in writing, and to accept and carry out instructions accordingly.
• Demonstrated ability to prioritize and complete daily and multiple tasks within allotted time while working as part of a team in a demanding environment.

As the Collections Clerk, this role builds structured repayment plans for delinquent utility customers, applying disconnect notices and deferred plans in line with the Home Energy Fair Practices Act. The billing department relies on this work to keep disconnect and deferred payment records current, processing HEAP and charity payments and reconciling returned mail and EFT transactions.

Activities

• Answer incoming and make outgoing collections and billing calls.
• Generate and process disconnect notices and deferred payment plans for delinquent customers.
• Navigate, generate, and complete work orders, noting actions taken with customers within the billing system.
• Advise and negotiate with delinquent customers in accordance with the Home Energy Fair Practices Act.
• Review and direct second and third final bills, and refer accounts to outside collection agencies when necessary, responding to their information requests.
• Process Department of Social Services vouchers, Home Energy Assistance Program payments, and charity payments.
• Investigate and process return mail and returned payments.
• Process and file all electronic funds transfer requests, and generate cycle EFT posting files.
• Conduct an annual locked meter survey.
• Prepare and maintain various spreadsheets.
• Support continuous process improvement activities through engagement with management and staff.

Position Requirements

• Proficiency in the Microsoft Office suite.
• Ability to work independently, quickly, and accurately.
• Ability to multitask effectively.
• Sound judgment in daily decision-making.
• Ability to communicate effectively.
• Firm yet compassionate approach when communicating with customers.
• Diligence in following NYS regulations.