Restitution & Collections Specialist
- Position Summary
Create and monitor Accounting Notes (5,000 to 6,000 cases weekly) within the Common Pleas Case Management System (CPCMS) to ensure defendant compliance with established payment plans – 3,000 plus. Generate and mail overdue notices – 100 plus per week. Suspend/restore driver licenses in regard to failure to pay/payment plan compliance – approximately 35/25 per week. Prepare and file civil judgments with the Prothonotary for cases totaling more than $1,000 – 75 per week on average – and assist settlement companies/defendants in satisfying civil judgments – 25 per week on average. Generates reports on cases assessed but not yet placed on a payment plan. Reviews report and creates electronic payment plans within CPCMS – approximately 150 cases plus per week.
Attend cost contempt court meeting with defendants prior to and during court to establish payment plan agreements subject to the approval of the Court – approximately 30 agreements per court event. Present cost contempt cases to the Court for defendants appearing on bench warrants if management is not available to do so. Refer/return payment plans to third party collections – approximately 70 per week – as well as addressing any questions from third party vendors and/or defendants referred to collections. Interacts with the Adult Probation and state Parole to notify assigned Probation or Parole officer of a defendant’s failure to pay which may result in a driver license suspension or other sanctions. Maintains current defendant and victim addresses by monitoring all correspondence returned and referencing PA Justice Network - JNET, Accurint and county databases.
- Essential Duties and Responsibilities
- Search for, create and modify payments plans within the Common Pleas Case Management System (CPCMS)
- Review reports to assist in management of payment plans to include –
- Vehicle Code Title 75 reports, probation released reports to assume supervision of payment plans for defendants exiting supervision,
- Monthly judgment reports to review cases paid in full but not yet satisfied with Prothonotary’s office
- Case reports on specific docket types to include Miscellaneous Docket (MD) Indirect Criminal Contempt (ICC) and Summary Conviction Appeals (SA)
- Manage overdue payments by sending dunning letters, refer defendants to be scheduled for delinquency hearings
- Refer accounts to a collection agency either manually or through the creation of a dunning letter
- Return a payment plan from collections
- Manage reasons used for placing holds on delinquency actions and returning payment plans from collections
- Hold and resume delinquency action on an account
- Answer defendant/payor phone calls/emails and address questions/concerns, negotiate terms/conditions of payment, encourage payment plan compliance, assess ability to pay to include review of Labor & Industry wage information available via JNET, and reference potential sanctions
- Review/docket inmate mail, miscellaneous mail, SSD from attorneys, medical information, information received from rehabilitation/therapeutic facilities
- Monitor Accounting Notes specifically in re to those defendants receiving public assistance and notifying the Department of Human Services local Public Assistance Office when a client/defendant is no longer in payment plan compliance
- Create DL-38CCA & DL-38CCD driver license suspension/restoration forms within CPCMS notifying PennDOT of the defendant’s failure to make payments on fines, costs and/or restitution
- Re-set payment plans in consultation with state Parole, mail payment plan coupons to the defendant and provide state Parole with the case cost sheet
- Create batch headers for document imaging and docket all correspondence received
- Attend periodic training to include CPCMS Fiscal Training (assessments, payments, receipting, and escrow), Accounting Level II concepts – voiding and reprinting receipts, removing holds, transferring money to escrow, bulk check processing, understanding bank account register and cashier sessions, making deposits, Reconciliations and Revenue Reports – Creating and printing checks, bank account reconciliation, revenue reports and master account checks – Accounting Administration – Held Disbursements, Cashier/Cost Center Unit Administration, Bank Account Administration Accounting – related forms and reports; customer service training – communicating with tact, diplomacy and professionalism; JNET Quarterly meeting attendance; legislative hearings re collections
Other reasonable duties as assigned by Supervisor.
- Essential Requirements
Requirements are representative of minimum knowledge, skills, and abilities. To perform this job successfully, the incumbent will possess the ability or aptitude to perform each duty proficiently, and comply with County policies and procedures, as outlined in the County Employee Handbook.