Financial Review & Collections Coordinator B082-24

LEGAL AID BC

POSTING

 

TO:                                  LABC STAFF (cc: BCGEU)

 

FROM:                            HUMAN RESOURCES DEPARTMENT

 

POSITION:                      FINANCIAL REVIEW & COLLECTIONS COORDINATOR

 

                                        ONE CASUAL POSITION – VANCOUVER

 

                                        (until March 31, 2025)

 

COMPETITION NO:        B082-24

 

DATE POSTED:              October 2, 2024

 

CLOSING DATE:            October 16, 2024

 

STARTING DATE:           ASAP

 

SALARY:                         Job Class 10 ($55,189 - $ 62,968)

 

HOURS OF WORK:       35 hours per week, Monday to Friday

                            This position has the option to participate in a modified work week schedule (37.5 hours/week) Monday to Friday,

                          with the extra hours worked as one earned day off taken once every three-week scheduled cycle. 

 

PRIMARY FUNCTION:  To investigate and assess complaints about client eligibility, and to make decisions regarding financial eligibility reassessments by coordinating and assessing information, investigating when necessary, and preparing assessment letters. Make decisions based on the LABC policies. Initiate and administer collections and costs awarded files, initiate appropriate Small Claims Court action on behalf of the Legal Aid BC. Process Conversion to Private Retainer (CPR) requests.

 

The following job duties are illustrative examples and shall not be construed as an exhaustive description of all the work requirements that may be inherent in the job.

 

VALUES STATEMENT: 

 

Our commitment to the principles of fundamental justice embedded in the Charter of Rights and Freedoms, and to Truth and Reconciliation, and Equity, Diversity, and Inclusion is ambitious and foundational.  It informs everything we do, as we defend liberty, equality, autonomy, and dignity; as we dismantle colonization, racism, sexism, transphobia and homophobia, and all discrimination.  These are our values, and they inform our hiring practices too.  Our business is aiding people in severe legal distress and necessitates internal and external alignment of practicing these values.  Integrating Truth and Reconciliation and Equity, Diversity, and Inclusion throughout every aspect of Legal Aid BC is critical to building that culture, and we prioritize ongoing resources to achieve that goal. 

 

JOB DUTIES AND TASKS

 

1. REVIEW AND DOCUMENT FINANCIAL ELIGIBLITY COMPLAINTS:

1. Review complaints received by the organization regarding client’s financial eligibility;
2. Prepare acknowledgement letters to complainants; and
3. Review, investigate and assess eligibility complaints regarding clients’ financial eligibility to determine compliance with organization policies and eligibility guidelines.

 

2. REVIEW AND ASSESS CLIENT FINANCIAL ELIGIBILITY:

1. Review and assess financial eligibility on a random basis  to determine compliance with organization policies and procedures;
2. Obtain all necessary information and documentation;
3. Discuss and answer questions about eligibility review process with clients who inquire about their reviews;
4. Investigate to determine past, current and continued eligibility and notify the client and referral lawyer accordingly;
5. Terminate client contracts if necessary based on investigation;
6. Assess whether it is appropriate to recover funds and, if so, draft letter to clients to initiate collection procedures, including determining payment schedule;
7. Maintain a follow-up system to ensure decisions are made and communicated to appropriate offices/individuals;
8. Provide information on financial eligibility policies and procedures to clients, private bar lawyers and the general public; and
9. Prepare monthly reports, including billing reports.

 

3. PROCESS CONVERSION TO PRIVATE RETAINER (CPR) REQUESTS:

1. Review and assess requests from lawyer and/or clients to convert to a private retainer; and
2. Approve or deny request and follow up if necessary.

 

4. ADMINISTER COLLECTIONS DUTIES: 

1. Review and assess potential collections files;
2. Review information on files and decide whether legal or other action for recovery of funds is necessary and provide research and review of information as required;
3. Initiate collections in accordance with LABC’s collections manual and the BC Debt Collections Act;
4. Respond to inquiries from clients/lawyers/opposing parties regarding status of files;
5. Arrange payment schedules with clients and lawyers;
6. Review outstanding accounts and the write-off of bad debts;
7. Track amounts recovered and prepare and disseminate necessary documents and reports;
8. Check client account balances in accounts receivable system;
9. Prepare required documents for the accounting staff to use to update the accounts receivable system; and
10. Collaborate with accounting staff to maintain adequate level in allowance for doubtful accounts.

 

5.   PROCESS SMALL CLAIMS MATTERS:

1. Initiate Small Claims Court or Civil Resolution Tribunal action, when appropriate; and
2. Draft all pleadings, and prepare evidence, and represent the organization in court.

 

6.   PROCESS BANKRUPTCY CLAIMS:

1. Communicate with the client/lawyer in bankruptcy and complete proof of claim and other necessary documentation;
2. Communicate with the trustee/s and/or Superintendent of Bankruptcy until the client is discharged; and
3. Continue collections if debt is secured and/or survived the bankruptcy.

 

7.   ADMINISTER SETTLEMENTS AND JUDGEMENTS POLICY:

a)   Apply organization policies to reassess financial eligibility of clients in receipt of assets/cash from settlement or judgment;

b)   Communicate with clients, private bar lawyers and staff lawyers;

c)   Receive and review information obtained from lawyers regarding settlements or judgements;

d)   Review and analyse tariff billings, client’s financial information, and court documents;

e)   Determine amount owed and advise lawyer and client;

f)    Obtain reimbursement from the lawyer;

g)   If funds are released to client, begin collections procedures; and

h)   Respond to inquiries from private bar lawyers and staff lawyers, organization contacts, and clients.

 

8.   PERFORM OTHER RELATED DUTIES:

1. Perform skip-tracing activities when whereabouts of the debtor are unknown;
2. Maintain and update CIS with current financial information and other related files and records;
3. Develop and maintain precedent letters and administrative forms;
4. Recommend changes to policies and procedures; and
5. Perform other duties as required.

 

QUALIFICATIONS:

 

Basic requirements

• Grade 12 supplemented by legal  and/or accounting course(s)
• Minimum 2 years relevant experience as outlined in rated requirements
• Typing speed 40 wpm
• Advanced level in MS Word
• Basic level in MS Excel
• OR an equivalent combination of education and experience

 

Rated requirements

• Knowledge of court processes in the areas of criminal, family, immigration, and judicial appeals

• Ability to read financial statements and assess financial information

• Knowledge of LABC client relations and case management system (CIS)
• Knowledge of LABC policies and procedures

• knowledge of LABC Intake policy and procedures as asset
• Experience with financial systems, such as Sage, an asset
• Knowledge of regulations such as Small Claims and Debt Collections; and Bankruptcy Acts and Regulations, an asset
• Ability to be discreet and manage confidential information

• Ability to organize workload, identify urgent work items and set priorities
• Ability to work independently and as part of a team
• Ability to cope with heavy volume of work

• Ability to work well under pressure and meet deadlines
• Ability to research and investigate files
• Ability to manage a bring-forward system and maintain a precedent filing system

• Ability to draft  correspondence to lawyers and clients
• Ability to deal with distressed, demanding and/or hostile people, primarily on the telephone
• Must have excellent communication and interpersonal skills

• Must maintain attention to detail and work accurately

 

This competition may require skills testing based on the qualifications for this position such as: Microsoft 365 (Office Suite) – Word, Excel Typing Written Test

 

We offer (based on your employment status and affiliation):

• Four weeks paid vacation to start that grows the longer you are with LABC
• An excellent employee benefits package, where premiums are 100% paid by LABC
• A generous defined benefit pension plan
• Support for training and development
• An Employee and Family Assistance program
• The opportunity to participate in various Employee programs (Employee Wellness, etc.)
• Support for a healthy work/life balance
• Generous leave provisions (sick time, special leaves) 
• 13 paid statutory holidays
• An opportunity for a flexible hybrid work arrangement for some positions (LABC reserves the right to change this policy at any time)
• Transit friendly employer for eligible staff to have their commute subsidized
• Dog-friendly offices 
• Dedicated Cultural Leave provisions for Indigenous employees
• An Equity, Diversity and Inclusion Council, and Indigenous employees Council and Accessibility Committee of employees from equity-seeking groups that advises on ongoing improvements and investments in Equity, Diversity and Inclusion at our workplace

  

VISIT OUR WEBSITE AT www.legalaid.bc.ca

 

We would like to thank all external applicants for their interest but regret that only those shortlisted will be contacted.