General Information
| Payroll Title | ANL 2 SUPV | Title Code | 007246 | Grade/Step | 07 | Working Title | Cash Office Manager |
|---|---|---|---|---|---|---|---|
| Department Name | INACTIVE Housing Srvcs. Admin | Supervisor | Susan L Tomlinson | Department Head | Andrew S Plumley |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 4722 | BLANK AST 3 | 1 |
| 4723 | BLANK AST 2 | 4 |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Work hours vary and rotate. Candidate must be able to work various shifts. |
Level of Supervision Received
| General Supervision |
Items Used
| Must be able to safely and effectively use electronic cash register, POS Systems and related software, calculator, variety of safes/vaults, personal desktop computer, computer printer, fax, copier, multi-line phone systems and paper shredder. |
Position Purpose
| Under the general direction of the Assistant Director of Budget and Finance, the incumbent is responsible for a full range of fiscal, analytical and administrative management functions for Housing, Dining & Residential Services (HDRS) Cash Office. The incumbent manages and directs the Cash Office operation which consists of several complex systems including Student Information Systems (SIS), Deposit Advise Forms (DAF), Electronic Cash Collection/Register Reconciliation System (eCCRRS), UCR Financial System (UCRFS), POS reporting systems, and online credit card processor systems. This position supervises the collection, reporting and reconciliation of annual collections of $23M which include tender types of cash, credit cards, student meal plans, employee meal plans, Dining Dollars, Bear Bucks and department recharges. In the course of daily business, this position supervises four administrative support staff and provides professional consultation, guidance, analysis, interpretation and recommendations for compliance with federal, state, University of California (UC), and UCR Fiscal policies and procedures. The position is part of UCR's Housing, Dining & Residential Services (HDRS) Division, which is one of the campus' largest units, providing housing to about 30% of our students, dining for the entire campus in residential and retail facilities, programming and support through a robust residential life program, conferencing and catering services. HDRS employs 400 career employees and over 800 student employees. HDRS departments include Assignment & Accounts, Business & Financial Services, Capital Programs, Catering Services, Conference Services, Dining Services, Information Technologies, Marketing, Operations, and Residential Life. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Cash Control and Fiscal Management | 30 |
| Directly oversee the HDRS Cash Office and the collection and deposit of 2 million cash, 3 million credit cards, and directly oversee the daily reconciliation of the POS to UCRFS Ledger of 14 million in board, 3 million BlackBoard card transactions and 1.6 million in intercampus recharges. Provide oversight on the daily processes required, collecting, recording, verifying, depositing, credit card settlement, nightly closing, reporting and analysis. Direct the issuance of petty cash change and cash bags funds to HDRS Dining locations. Develop, maintain, and enforce the safety and security rules pertaining to the physical security of staff and cash accountability. Create and run adhoc reports in the POS, Credit Card Processor system, campus card system and UCRFS to check for and inconsistencies and errors. Responsible for design and development of reports as needed to enhance operations. Communicate variances to the budget analyst of direction. Reconcile all credit card transactions from the POS/ credit card terminal to the processor to the bank to the UCR online deposit system to the UCR Financial Transaction detail deposits to First Data Bank Statement and UCRFS monthly. Prepare all accruals/deferrals of revenue relating to fiscal closing activities in a timely manner. Coordinate fiscal closing for all cashiering operations and ensures that deposits meet deadlines. |
|
| Internal Controls and Compliance | 25 |
| Monitor, modify, and maintain audit controls, internal office procedures, and security controls. Ensure SAS 112 audit procedures are documented and adhered to by department staff. Monitor, modify and maintain audit controls to keep in adherence with Bus-49 and any and all UCOP, and UCR policies and procedures pertaining to all deposit tenders including cash and credit cards, safes and vaults. Monitor, modify and maintain audit controls, internal office procedures and security controls to ensure Cash Office is PCI compliant. Assist with PCI compliance activities and training. Audit all change funds on a regular basis. Evaluate organizational business activities and make recommendations to enhance quality of services. Create and update on a yearly basis the HDRS Cash Office Desktop Manual. Provide advice on administrative and business matters assuring that University policies are followed. In consultation with the management team formulate and implement policies and procedures necessary to provide for a safe work environment. Provide key operational information required for analysis and decision-making on a timely basis using various UC online systems, software applications, and other sources of information. Monitor and track all over/short transactions amounts. Work closely with Dining Management on corrective action for over/short transactions. Analyze and identify any discrepancies; make recommendations to management regarding appropriate discipline and retraining. Perform spot audits of HDRS Cash Vaults as well as the vaults at all Dining locations. . |
|
| General Support/Operations | 20 |
| Develop training materials and conduct the user training for department users on cashiering policies and procedures. This includes responsibility for revisions, policy changes as needed and the retraining of departmental staff. Work closely with Dining Services in the creation of training materials for Cashiers. Maintain all Cash Office operational equipment in working order. Ensure adequate amounts of office supplies, bank deposits slips, and armored car forms are on hand at all times. Ensure that each Dining venue has adequate forms available for all cash office functions. Assist Cash Office employees in solving problems with daily balancing of cash registers. Assist with reconciliation of cash drawers, change bags and bank deposits as needed. Coordinate and direct staff engaging in projects related to revenue collection, reconciliation, deposits and reporting. |
|
| Supervision | 20 |
| Responsible for the supervision, training and development of all HDRS Cash Office staff. Responsible for all HDRS Cash Office staff performance evaluations, disciplinary action, resolving complaints/grievances, reclassifications, and merit recommendations. Interview, select, train, and evaluate performance of staff. Retain qualified support staff to assist in the administrative, technical and programmatic goals of the department; assess, distribute and supervise the work performed; cross train staff when appropriate; reorganize or vary responsibilities of staff to improve work distribution and productivity and to provide opportunities for staff development; and manage human resources in a high performance environment. Assess the unit's administrative support resources needs, and evaluate the current and long-range conditions to forecast staffing requirements. Respond to employee call offs, fill vacant shifts due to call offs, no shows, and unforeseen work load increases. Develop and implement strategies to motivate staff with emphasis on excellent customer service, accuracy, working as a team, and setting goals for their personal achievement. Review and approve all time records for HDRS Cash Office Staff. Develop on-going training and process improvement programs to ensure accurate, professional service standards are identified and met. |
|
| Special Projects | 5 |
| Participate in special projects and assist with other duties as assigned by Assistant Director of Budget and Finance. Build and/or use communication networks that allow for quick, appropriate and accurate distribution of relevant information; give and receive feedback constructively; build relationships with a broad range of people. Attend Business and Finance Team Meetings. Other duties as assigned. |
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Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree in a related field, and two years of experience in fiscal administration/analysis or a related field; or an equivalent combination of education and experience. | |
| 2 | |
| Demonstrated experience processing routine financial accounting transactions using an online financial system, and experience with database systems (e.g., MS Access) and query tools to extract relevant data.
Strong computer skills, including experience with Microsoft Office Excel. |
|
| 3 | |
| Demonstrated experience with automated accounts receivable processing an the related internal controls. | |
| 4 | |
| Proven ability to communicate effectively with management, subordinates, students, parents, and customers in a diverse environment. Skill in independently composing letters, memos, reports, and other written communication materials for a variety of audiences, using correct spelling, grammar, punctuation, composition, test editing, and proofreading skills. Ability to work effectively in a strong service environment that is subject to constantly changing priorities. | |
| 5 | |
| Ability to maintain confidentiality at all times. | |
| 6 | |
| Demonstrated ability to comprehend, interpret, and communicate effectively policies regarding handling of cash and its equivalents (e.g., BUS49, Campus policy number 200-72, Petty Cash procedures). Experience using creative problem solving skills , developing effective solutions that are within policy and procedure guidelines. | |
| 7 | |
| Recent and related supervisory experience. | |
| 8 | |
| Demonstrated administrative experience in an office environment providing administrative support for various levels of staff. Experience preparing complex work schedules for multiple locations. Skill in selecting and offering assignments to employees for development purposes that integrate personal and professional development with organizational needs. | |
| 9 | |
| Demonstrated experience in completing assignments with accuracy, timeliness, productivity, responsiveness, and reliability. Ability to prioritize and manage multiple project simultaneously. | |
| 10 | |
| Recent related progressively responsible experience supervising a large, complex cashiering operation, including experience in establishing and enhancing internal control systems and doing complex reconciliations. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Knowledge of the applicable UC policies and procedures governing areas related to the responsibilities of the job. | |
| 2 | |
| Experience with applying financial policies and developing related internal controls. | |
| 3 | |
| Experience in Point of Sale system reporting. | |
| 4 | |
| Skill in performing routine statistical computations such as variance analyses, simple and weighted average computations, correlation coefficients, and other statistical analyses. | |
| 5 | |
| Experience with UCR Deposit Advice and eCCRRS On-Line Systems for campus deposit. | |
| Posted Position Purpose |
|---|
| To direct all cash handling and revenue collection activities for Dining Services (Approx. $9.4 M/yr). To provide, evaluate, and interpret policy and practices related to cash handling and revenue collection for the department and individuals performing the collection tasks. To ensure all UC policies and procedures are in place and practiced. To analyze and refine security measures ensuring safe and responsible cash handling procedures are being followed at every step of the collection and deposit process. To supervise the reconciliation of all revenue for the department between UCRFS, billing records and deposit records. To develop and refine the processes for the aforementioned reconciliation. To oversee all training and daily activities of cash handling personnel. To provide coaching, training, and daily supervision to clerical employees assigned to the commons cash office and Big West Bar and Grill. To hire, train, supervise, evaluate, schedule and discipline all assigned personnel assigned to the cash office and its satellites. To provide close supervision to all student supervisors working as cash handling student supervisors. To develop the student cash handling program to provide opportunities to the student employees for advancement within the cash office. To organize and project the scheduling needs of the unit, in order to accommodate all revenue collection activities of Dining Services including but not limited to: breakfast, lunch and dinner at all locations; Commons, four convenience stores, two coffee shops, Courtyard Cafe, all sporting events concessions and Board meals at all three Residence Hall Dining facilities (Approx. 250 shifts per week). To troubleshoot all POS systems (hardware and software) prior to calling IT for assistance.
Final applicants will be asked to participate in a Microsoft Excel skills assessment. |
| Posted Minimum Requirements |
| Bachelor's degree in a related field, and two years of experience in fiscal administration/analysis or a related field; or an equivalent combination of education and experience.
Recent related progressively responsible experience supervising a large, complex cashiering operation, including experience in establishing and enhancing internal control systems and doing complex reconciliations. Successful supervision to have included the responsibility for hiring, evaluating, directing and complaint/conflict resolution. Demonstrated experience processing routine financial accounting transactions using an online financial system, and experience with database systems (e.g., MS Access) and query tools to extract relevant data. College level coursework in bookkeeping or financial accounting. Strong computer skills, including experience with Microsoft Office Excel. Demonstrated experience with automated accounts receivable processing an the related internal controls. Proven ability to communicate effectively with management, subordinates, students, parents, and customers in a diverse environment. Skill in independently composing letters, memos, reports, and other written communication materials for a variety of audiences, using correct spelling, grammar, punctuation, composition, test editing, and proofreading skills. Ability to work effectively in a strong service environment that is subject to constantly changing priorities. Ability to maintain confidentiality at all times. Demonstrated ability to comprehend, interpret, and communicate effectively policies regarding handling of cash and its equivalents (e.g., BUS49, Campus policy number 200-72, Petty Cash procedures). Experience using creative problem solving skills , developing effective solutions that are within policy and procedure guidelines. Demonstrated ability to plan and schedule projects to deliver project goals on time, recognizing, setting and acting on achievable priorities for project phases. Ability to make independent and logical decisions with consideration of the outcome. Demonstrated administrative experience in an office environment providing administrative support for various levels of staff. Experience preparing complex work schedules for multiple locations. Skill in selecting and offering assignments to employees for development purposes that integrate personal and professional development with organizational needs. Demonstrated skills in troubleshooting complex POS systems hardware and software, understanding specific functions of the system to identify what function is failing, and first response tests to correct the problem prior to calling IT for assistance. Demonstrated skill in writing appropriate position descriptions that define requirements and essential functions. Skill in utilizing a structured interview approach to identify the most qualified candidate. |
| Posted Preferred Qualifications |
| Education and/or degree equivalent combination of education and experience equivalent to a bachelor's degree in a related field.
Experience with applying budgeting and financial policies, and developing related internal controls. Experience with developing financial and operating plans. Skill in performing routine statistical computations such as variance analyses, simple and weighted average computations, correlation coefficients, and other statistical analyses. Knowledge of and skill in applying UC Personnel Policies for Staff Members to personnel-related matters. Knowledge of applicable UC bargaining contracts as it relates to personnel activities and decisions. Knowledge of supervisory and management principles equivalent to certificate or coursework in a supervisory development program. Demonstrated experience with online Student Information System (SIS+) |