C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION

Transcription

1 C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION PART A Employee Name: Title of Immediate Supervisor: Assistant Manager, Business Operations Position Title: Cash Office Supervisor Department: Business Office OFFICER USE ONLY 1.Title: 2. Position No: Level: 9 4. Evaluated by: Date: 5. Approved by: Date: PART B Position Summary Reporting to the Assistant Manager, Business Operations the incumbent is responsible for ensuring the Receipt Accounting unit functions efficiently and effectively, supervising two employees to ensure the accurate and timely recording of all payments for the University. The incumbent is the first point of contact for credit card merchant support at the university and is a key member of the university s PCI Compliance team, specifically responsible for outreach with the campus merchant community. Additionally, the incumbent reconciles related accounts monthly, including the credit card bank account and prepares monthly and year-end working papers. Further to these duties the incumbent is expected to have considerable contact with the University s students, faculty and staff, assist in the formulation of new policies and procedures as they affect cash operations, to support the university community with their cash handling responsibilities, and to supervise full and part-time staff. PART C Primary Duties Performed: Supervise Receipt Accounting Team (45%) 1. Plans, co-ordinates, and allocates the workload of the Receipt Accounting team to ensure that proper controls are exercised, deadlines met, records kept up to date and service requirements maintained at a satisfactory level.

2 2. Records, verifies, balances, and deposits daily batches created by the Receipt Accounting team. 3. Secures the vault and ensures safe custody of negotiable instruments and other university documents. 4. Extracts and performs first review of incoming wire transfer activity from bank daily. Assists with investigating wire activity with insufficient backup prior to posting to the General Ledger by the Receipt Accounting team. 5. Interviews applicants and makes recommendations on suitability for appointment. Schedules vacations and determines the operational requirements when assessing requests for flexible hours. Provides on-going feedback to the Receipt Accounting team and identifies any potential disciplinary issues to the Assistant Manager Business Operations. 6. Identifies training opportunities for new and existing staff. Keeps staff informed of regulatory requirements/standards or practices, new or revised policies, procedures and security matters. Payment Card Industry (PCI) Compliance and Merchant Support: (25%) 7. Key member of PCI DSS (Payment Card Industry Data Security Standard) team, responsible for ensuring the university transacts and manages credit card payments in compliance with the standard. 8. Responds to the operational components of the annual Self-Assessment Questionnaire required by PCI-DSS. 9. Develops and coordinates PCI-DSS annual mandatory training for merchant users, third party merchants/providers and in-house developers, business analysts and project managers. 10. Maintains a detailed inventory of merchant/pci related equipment for the university and performs annual audit to verify accuracy of records. 11. Provides direction and support for merchant departments to develop PCI-compliant receipt handling processes. 12. Arranges for new or changes to existing merchants. Keeps current on new product offerings. 13. Through regular interaction with merchant departments, identifies changes to processes/procedures or addition/changes to software configuration that could present or reduce risk to the PCI compliance of the university.

3 Accounting and Reconciliation: (15%) 14. Assesses requests for petty cash funds and makes recommendations to Manager for creation of such. Verifies by regular audit adherence to the Petty Cash policy and that funds allocated are correctly recorded. 15. Reconciles monthly activity on the Credit Card bank account. Discrepancies and unidentified transactions are resolved through coordinated efforts with the bank, the merchant and the university s merchant acquirer. Charges out all merchant fees, monitors chargeback activity and prepares working papers. 16. Reconciles deposit related accounts monthly, including the Alumni (Advancement) holding account, Suspense, Petty Cash and Change Funds. Prepares year end working papers and liaises with external auditors. Community Outreach: (10%) 17. For non-merchant units/departments, assists with the development of unit cash/cash equivalent handling processes and procedures. 18. Coordinates with Armoured Car Service and ancillary departments to ensure the timely pickup of cash at various campus locations. Charges out monthly service invoice to user departments. 19. Ensures Financial Services webpages that fall under Receipt Accounting are current and provide useful, relevant content. 20. Contributes to the FACTS (Financial Administrative Community Tools and Support) program, including providing relevant Financial Insiders Series Tips, contributing to workshops and seminars and providing content for the Glossary. 21. Recommends changes to existing policies and procedures in response to changes in business or academic conditions at the University or to increase the efficiency and effectiveness of Receipt Accounting s service delivery. 22. Provides assistance to determine the taxation requirements of departmental/unit sales. Other Duties as Assigned (5%) Part D - Specification (To be completed by Supervisors in conjunction with Employees) 1. Knowledge a) Minimum amount of formal education required: Completion of a 3 year University/College degree with an emphasis on Business or Accounting plus 2-3 years enrolment in the CPA program.

4 b) Minimum amount of relevant work experience required: Four years supervisory responsibility in a Cash Office/Receipt Accounting environment and experience in accounting/bookkeeping with an emphasis on receipt processing. c) Minimum amount of continuing study required: Must remain current with generally accepted accounting principles as well as external regulations, internal procedures and policies with respect to the processing of bank transactions, revenue recognition, HST legislation, PCI-DSS requirements and student accounts at Carleton University. Must remain current on evolving payment method technology with the ability to assess any impact on the unit s operations. Elaborate on (a) and (b) justifying the amount of each specified above by detailing what the incumbent has to know and what skills are required of the incumbent in the performance of duties: The incumbent must understand the accounting principles used in the posting and reconciliation of transactions to the general ledger and sub-ledger accounts. Knowledge of internal controls in a receipts system is required to ensure accurate processing of documents that will meet audit requirements. Remaining current on related CRA legislation supports appropriate treatment of HSTfor a university. The incumbent must remain current on PCI- DSS to support the university s requirement to remain compliant in the area of credit card processing. The incumbent must be articulate and possess good interpersonal skills due to the high level of customer contact and relationships outside of the university. The above level of education and experience is necessary to develop the knowledge, skills and the sound judgment required to effectively communicate with external agencies, companies, faculty, staff and students. Skills required include: expertise required to represent Business Operations in meetings; developing/modifying and implementing systems and procedures for Receipt Accounting; interpreting and enforcing financial and administrative policy and legislation; directing and motivating staff in performance of duties; explaining financial regulations to faculty and staff in a clear and concise manner. Must have demonstrated strong organizational skills and the capacity to work accurately and efficiently with a high degree of attention to detail. Must have demonstrated ability to work both independently and in a team-oriented environment. 2. Complexity of Duties Operating under minimal supervision, the incumbent directs the day-to-day activities of the Receipt Accounting section and coordinates merchant activity and PCI-DSS compliance. The work is complex and varied, involving independent action and sound judgment. The position requires a high level of personal initiative and a willingness to make decisions. These decisions may include the appropriateness of the account to which items are credited, determining the correct tax treatment, or the valid timing of revenue recognition. The incumbent must have strong interpretive skills to identify which PCI-DSS requirements must be followed in different situations and what documentation is required to prove compliance.

5 The incumbent must demonstrate a high degree of initiative, resourcefulness in organizing priorities in order to meet deadlines and provide quality information and services. Posting of journal entries and the preparations of reconciliations require a good understanding of general accounting principles and practices as they relate to Receipt Accounting and the General Ledger. The incumbent is expected to take the initiative to obtain reports and information to meet month-end deadlines and must be able to recognize problems and know what corrections need to be made or where to direct the problem for resolution. Expected to provide the Receipt Accounting focus on any new systems implementations or when representing Business Operations at university meetings. 3. Accountability The incumbent is responsible for the planning, development and efficient operation of the Receipt Accounting section of Business Operations. Failure to properly record income and taxes payable could result in considerable financial loss and embarrassment, jeopardize credibility, and erode goodwill towards the department, Business Operations and/or the University. Failure to remain PCI-DSS compliant could result in fines and penalties as well as preventing or restricting the university from being able to accept credit card payments. Failure to reconcile cash-related GL clearing accounts may lead to inaccurate financial information being produced by the University with the resultant impact on the decision making process. 4. Nature and Level of Contact a) Purpose of contact Maintains good communication with a wide range of faculty, staff, students, merchants, banking and armored car personnel and government agencies, companies and auditors at every level, to resolve discrepancies in deposits; audit and promote compliance to PCI-DSS; resolves deposits that are improperly processed and educates the user community. Supervises and trains staff. Communicates with the University's auditors. b) Level (check one) - regular and continuous only and as specified in PART C other employees in the same work unit or office the above plus students; faculty in the same work unit; or employees from other departments or offices at a similar job level to the incumbent. X the above plus the general public, faculty and staff at a more senior level from other departments or staff at equivalent levels outside the university.

6 all the above plus senior University executives and senior officials from government, private industry, and other universities, etc. 5. Supervision / Management Control Exercised a) Describe the type of supervisory/management control exercised. Indicate responsibility for overall direction of a section/department/unit either independently or through subordinate supervisors if applicable. The incumbent directly supervises two full-time staff and distributes and monitors the daily work load. Ensures that balancing is complete and accurate. Discusses employees performance; identifies and proposes disciplinary action to the Assistant Manager, Business Operations. b) Indicate the level of employees directly (not through subordinates) supervised. i X primarily support iii primarily supervision of (ii) or managers of section consisting ii primarily specialised technical, of (i) administrative or journeyman trades iv primarily management level employees c) Indicate number directly supervised. X NOTE: Under the Occupational Health and Safety Act, the incumbent is required to be familiar with the Act and the regulations that apply to the work being performed in the work unit. The incumbent is also charged with ensuring that employees in the unit are made aware of their rights and obligations under the Act. Signed By: Employee Date: Approved By: Department Head Date