The purpose of the Deposit and Cash Handling Services Manager role is to perform the following relative to treasury operations at OSU.
Oversee department activities including supervision, training, and development of staff. Serve as the subject matter expert for cash handling, electronic commerce compliance and software applications, tuition payment processing and application of federal student aid, petty cash funds, campus department deposits, and student payments. Lead the monthly cash close process including reconciliation of designated bank accounts to the general ledger. Resolve customer disputes, review and enforce processes and controls, and prove audit support. Development and implementation of enhancements to meet university needs. Ensures compliance with federal regulations, state laws, and university policies and procedures that affect the functional area of responsibility. Apply knowledge of Oregon State University administrative policies and practices, State of Oregon statutes and regulations, particularly Oregon State Treasury cash management regulations, Federal banking regulations, NACHA rules, US Dept. of Education Title IV Regulations, the Federal Educational Rights and Privacy Act of 1974 (FERPA), GAAP, GASB, Payment Card Industry Data Security Standards, GLB data security regulations, and other applicable guidelines in order to prudently use professional judgement to problem-solve and troubleshoot issues as they arise. Provide exceptional customer service and promote goodwill for Oregon State University. Actively works to support and advance social justice and Diversity, Equity, and Inclusion objectives.
35% Supervisor and leadership duties Plans and supervises the work of staff. Establishes work priorities when time conflicts arise to ensure deadlines are met. Manage staff schedules during peak periods. Develops plans to meet deadlines and support stakeholder and cross-functional partner operations. Serves as the back-up for operations as needed. Requests and manages staff system access including department group email addresses. Audits work of staff and resolves errors. Develops a competent and efficient staff through training and coaching of proper procedures for handling cash transactions, operating specialized software, and applying university operating policies and procedures. Ensures the security of monies and the integrity of data. Coordinate vault counts under dual controls. Clearly defines performance expectations, ensures accountability, and provides ongoing informal feedback, coaching, and mentoring. Conducts formal performance evaluations. Determines need for training and conducts training. Takes corrective action in a timely manner. Promotes and ensures staff are delivering excellent customer service to all constituents. Promotes a positive image of the university when handling customer problems by treating each person with respect and resolving their concerns and complaints in a professional manner. Develops and fosters supportive working relationships. Recognizes value of and promotes diverse workforce. Values and encourages diverse perspectives, creativity and teamwork. Communicates information to staff on an ongoing basis to influence staff engagement and work output. Troubleshoot processing problems, analyzes the effect on workflow and customer service, and coordinates appropriate resources to support staff. Offers and implements high quality solutions, procedures, and process improvements to create greater efficiency and productivity of treasury operations.
30% Accounting and cash transaction management Reviews, monitors, and approves various fiscal functions. Responsible for oversight and serves as back-up for the bank deposit and the accurate daily reconciliation of the cashier drawers and vault. Ensures accounting systems properly reflect cash operations. Ensures accurate and timely receipt of and accountability for funds received for deposit (electronically, in-person, by mail). Responsible for oversight and serves as a back-up for deposit, general ledger accounts, and funds reconciliations. Determines and resolves any discrepancies and prepares accurate correcting journal entries when needed. Initial approver of university proof of cash bank account reconciliations. Primary contact for partners with departments on all cash/revenue receipt transactions and workflows. Leads campus implementation of sound cash operations including credit card merchant activities, to ensure that deposits and related transactions are posted timely and accurately. Evaluate cash related functions and systems to make recommendations on process and workflow improvements. Authorized to transmit student e-check (ACH Debit) files on secure banking systems. Supports Student Accounts and Accounts Payable by oversight of payment files transmissions through a secure transmission and printing of manual checks on-site.
20% Planning and reporting Develop, maintain, and provide narrative for interpreting results of key performance indicators and monthly statistical metric reporting, including but not limited to, transaction tracking, business cycle transaction trends, and clearing account aging. Identify workflow trends and adopt a proactive approach to discover and communicate process improvements. Assist the Director of Treasury in generating and monitoring the department’s annual operating budget. Participates in 1st of term operational planning and fiscal year-end close activities. Provide back-up for daily bank cash balance reporting.
10% Compliance and audits Develop and maintain processes to ensure compliance with applicable laws and regulations, including but not limited to, Federal Title IV – refunding credit balance, return of funds to programs, NACHA rules, Payment Card Industry Data Security Standards, and GLB data security regulations. Trains campus-wide personnel in cash handling and internal controls. Prepares presentations and materials including, but not limited to, brochures, in-person training, and emails to be distributed to students, parents, faculty, and administrators regarding cash handling policies and procedures. Utilize multiple communication and training tools to strengthen adherence to cash handling policies and procedures and internal controls compliance. Take corrective action as needed. Notify Director of any errors or concerns at the earliest opportunity. Respond to auditors’ requests for more information such as for transaction, procedure, and policy requests. Primary contact for University Shared Services Enterprise (USSE), Oregon State Treasury (OST) and J.P. Morgan for the university bank accounts. Analyze reports provided, manage discrepancies for deposits belonging to other agencies, and reconcile to university accounting records. Coordinate with the Office of Audit, Risk, and Compliance and perform random audits of safe and cash drawer balance. Investigates cash variances. Recommend and implement changes to policy or procedure when needed. Interprets policy and advises university staff, faculty, or students of appropriate policies or procedures. Authorizes or approves actions such as exceptions to established procedure, temporary loans, or the refund schedule.
5% Other duties Participate in projects impacting deposits and cash handling, as appropriate. Any ad hoc administrative duties as and when required.
Bachelor’s degree in finance, accounting, business, or related field, or 8 years of equivalent work experience as a manager of deposit and cash handling services.
Four years relevant and verifiable experience managing deposit and cash handling services in any industry. Two years’ experience managing and supervising staff.
Knowledge of cash management internal control principles and procedures, proper accounting treatment for cash and accounts receivable transactions and activities.
Demonstrated ability to: Communicate financial information effectively in oral and written form to co- workers, students, parents, auditors, and vendors including preparing special reports, studies & analysis. Prioritize process improvement efforts based on the understanding of strategic objectives or upcoming business model shifts and initiatives.• Make informed decisions regarding the level of process standardization and how best to improve it with best practices and emerging technologies. Identify core process breakdowns, analyze potential causes. Identify options to implement the most effective solutions. Understand customer needs and innovate to serve and solve any issues customers have. Build strong relationships with other staff and teams to align their priorities, manage expectations and influence changes in the process. Understand the organization’s ability to absorb change and take deliberate action to advise stakeholders and service delivery teams to implement changes smoothly and consistently across locations. A demonstrated commitment to furthering diversity and equity is required.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.
Preferred (Special) Qualifications
Experience with large complex computer-based accounting system, and/or integrated enterprise resources.
Two years’ experience delivering exemplary customer service to external customers in a professional office environment.
Proficient in Banner FIS and SIS.
Working knowledge of OSU policies and Title IV regulations.
An understanding of foreign currency, exchange rates, and experience of working in a regulated financial environment including, federal banking regulations, NACHA rules, Payment Card Industry Data Security Standards and GLB data security regulations.
Experience leading project teams implementing technical solutions for process improvements.
Experience in cash management or finance in Higher Education or other state agency.
Oregon State is an international public research university that draws people from all 50 states and more than 100 countries. We go wherever the challenges are, push ourselves to the very edge of what’s known and keep going. We are determined to forge solutions. We are diverse and welcoming. We embrace our responsibility to Oregon and the world, building a future that’s smarter, healthier, more prosperous and more just. We see what could be and have worked relentlessly for 150 years to make it so.
1 of 3 land, sea, space and sun grant universities in the U.S.
2 campuses, 11 colleges, 12 experiment stations, Extension programs in all 36 counties, 200+ academic programs — COUNTLESS IMPACTS