Collections Specialist

National Student Clearinghouse•Herndon, VA

10d•$53,000 - $63,000•Remote

About The Position

By joining the National Student Clearinghouse, you can be sure that the work you do now will help shape the future of education and the workforce in the U.S. As the trusted source for higher education data since 1993, the Clearinghouse is the leading provider of transcript and data exchange services, automated enrollment and degree verifications, learner insights and research, and compliance solutions for schools, businesses, and learners nationwide. As a 501(c)(3) nonprofit organization, the Clearinghouse works with nearly 3,600 postsecondary institutions to meet their compliance needs and with thousands of high schools and districts to provide continuing collegiate enrollment, progression, and completion statistics about their alumni. In addition, the Research Center publications inform policymakers and business leaders about student educational pathways. Using our unique combination of data, analytics, and software to drive our mission, security and privacy is paramount. Join us as we continue to invest in our talent and new advanced technologies to unlock the power of data on behalf of all learners. About the Role: The Specialist I, Collections is responsible for managing a high volume of accounts receivable to ensure the timely collection of payments from customers. This role plays a key part in supporting strong cash flow by monitoring aging reports, maintaining accurate account status, and conducting proactive outreach to resolve outstanding balances. The position partners closely with Account Managers and internal teams to provide visibility into collection risks, addressing customer collection issues, and supports the resolution of billing or funding discrepancies. In addition, the Collections Specialist manages the shared collections inbox, ensuring timely responses, proper prioritization, and consistent communication with customers, internal stakeholders, and leadership. Success in this role requires strong attention to detail, persistence, and excellent communication and customer service skills. The ideal candidate demonstrates sound judgment in navigating complex revenue streams while maintaining trust with customers and balancing the need to collect past-due funds. They are adept at organizing high-volume workflows, maintaining accurate documentation, and identifying opportunities to streamline or automate collection practices in ways that enhance both efficiency and the customer experience. Currently, this is a remote-first position, and this position may be required to periodically work on-site at our office and the frequency would depend on the department/division's requirements. Therefore, candidates must either reside within a reasonable distance to commute to our office or be willing to travel to our office in Herndon, when required.

Requirements

Bachelors degree in accounting, finance, or a related field; or equivalent relevant work or military experience. A combination of education and experience including military service will also be considered.
2 years of direct and relevant experience handling high-volume collections or accounts receivable activities in a fast-paced finance operations environment.
Experience with: 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. Refer to our HR Policies Page, located on our Careers site at https://www.studentclearinghouse.org/careers/human-resource-policies/ , for more details.
Must be currently authorized to work in the United States on a full-time basis. We do not intend to sponsor external applicants for work visas, and may consider sponsorship only if no qualified candidates can be found who are authorized to work without sponsorship.
Must be at least 18 years old.

Nice To Haves

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.

Responsibilities

Demonstrate the Clearinghouse's core competencies: Customer Focus, Optimizes Work Processes, Collaborates, Communicates Effectively, and Be Open and Authentic.
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.
Position may be required to perform other duties as required.
These essential functions are representative of those that must be met by an employee to successfully perform the job.
Reasonable accommodations will be made to enable individuals with disabilities to perform these essential functions.

Benefits

The National Student Clearinghouse provides a robust benefit program designed to help meet the needs of each employee and their family, both now and in the future.
We offer comprehensive medical, dental, and vision insurance, as well as life and disability insurance benefits, for employees and their qualified dependents.
Health care, dependent care, and limited purpose flexible spending accounts, as well as a 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, and infertility coverage are options available for employees to set aside pre-taxed dollars for certain qualifying expenses.
We offer a very generous 401k matching contribution program with the opportunity to defer pre-tax and Roth contributions, as well as catch-up contributions for those who are eligible!
We are proud to offer a competitive paid leave program consisting of vacation, sick, and personal time, as well as paid holidays, up to 3 weeks of paid parental leave during a 12-month period , and up to 5 days of paid military leave per calendar year .
Vacation time will accrue based on length of service, and new full-time hires can accrue up to 13 days of vacation and up to 10 days of sick time per year.
On an annual basis, new employees may use up to 32 hours of accrued sick time as personal time.
Additionally, the Clearinghouse observes at least 15 paid holidays per year, including company year-end close between Christmas and New Years Holidays.
Another perk is that employees have the option to get reimbursed for basic wholesale company and roadside assistance memberships (e.g., Costco and AAA) and to request a buy back on portions of unused accrued vacation based on tenure and certain other qualifications.
Employees can further their education and professional development by using our Employee Education Assistance Program, which establishes reimbursement for qualified education expenses upon successful completion of the program, and leveraging the enterprise-wide LinkedIn Learning subscription.
There are additional employee benefits too, including but not limited to, mental health with up to eight free therapy sessions for employees and their family members and well-being reward benefits.
With the Clearinghouse being an eligible 501(3)(c) nonprofit organization, employees are eligible for service credit towards the Public Service Loan Forgiveness program (PSLF).