Cash Management Systems Specialist, II (559) - City of Overland Park, Kansas

CITY OF OVERLAND PARK - POSITION DESCRIPTION

TITLE:	Cash Management Systems Specialist, II
REPORTS TO:	Supervisor, Accounting and Finance (268)
DEPARTMENT:	Finance Budget & Administration
DIVISION:	Finance & Accounting 1520

JOB NO:	559
BAND/LEVEL:	GRADES NON-EXEMPT
FLSA STATUS:	Non-Exempt
FT/PT/SEASONAL:	Full-Time

Organizes and performs cash management processes within the City's financial ERP system, including accounts payable, accounts receivable, banking and financial reporting. Responsibilities may include: managing invoice routing system within the invoice automation software; manage payment process utilizing cloud based ERP software and integrated payables software; maintain expenditure information within an integrated document management system; coordinates utility payment process; maintains secure vendor information and electronic payment information within the finance system; reviews and archives purchasing card expense reports; reviews and processes cash receipts; and document imaging and archiving of various City financial records.

Accounts Payable: â- Responsible for the daily maintenance and support of cash management area's ERP related sections. Troubleshoots and resolves routine issues within the City's cash management systems, including the ERP system, payment interface software, document management system, or other finance software. For more complex issues, the ability to communicate issues to consultants and software support. â- Coordinates electronic and check payments within the cloud based ERP system. Payments may include use of integrated payables software for added vendor security. â- Provides high-level support to interdepartmental users of the financial ERP system related to purchasing requests and payment processing. â- Investigates and resolves payment issues identified through the City's ERP system. Includes working with City and vendor personnel to resolve discrepancies, clarify information, etc. â- Reviews payment requests for compliance of purchasing policies. â- Mails or returns checks to payee as requested. â- Maintains financial records related to payments within document management software. â- Creates financial expenditure ordinance reports for presentation to the Governing Body. â- Audits, codes and coordinates payment of utility invoices. Accounts Receivable: â- Manages vendor database within City's ERP system. Monitors and verifies that vendors' electronic payment instructions are secure and from a valid source to mitigate fraudulent activity. â- Initiates and manages customer records in ERP system for receivable tracking. â- Manages receivables process via the ERP system, monitoring and disbursing AR aging report. â- Responsible for daily report creation from point of sale systems for outside departments, reconciles with bank deposits and creates JEs for entry into the ERP system. â- Coordinates deposits daily collection and prepares weekly deposits for bank courier service. â- Releases ACH files daily (wires as needed on occasion). â- Generates positive pay file in ERP system daily. â- Monitors and communicates insurance payments to outside departments. â- Assists with coordinating collections and write offs as needed. â- Processes voids and resolves electronic payment returns. Banking: â- Processes daily banking requests. â- Enters cash receipts and verifies deposits with appropriate records. Researches payments when source or other information is not provided. â- Issues cash receipts for miscellaneous income. â- Monitors NSF check activity and notifies departments. â- Orders and distributes deposit slips and bank deposit bags. â- Monitors and assists with administration of City's petty cash fund. â- Ensure deposited checks are destroyed after 45 days. General Ledger: â- Manages fixed asset records for land, buildings, and equipment. Assigns and issues asset tags, and records purchases, trade-ins, and retirements. â- Maintains vehicle title files and prepares titles for assignment when traded and/or retired. General/Administrative: â- Troubleshoots issues related to ERP, document management system, and integrated payables software. â- Provides user support, including answering outside user questions. Provides offsite training sessions for new users of finance software as needed. â- Assists in management of purchase card program by monitoring purchase card activity and archiving of monthly statements in document imaging. Notifies goal area accountants of purchase card issues for resolution. â- Manages City's unclaimed property program by maintaining outstanding check information. Reviews and processes outstanding checks. Prepares an annual report of outstanding checks, remits information, and coordinates payment to the State. â- Makes sure documents are maintained in compliance with the City's document retention policy. â- Completes and remits monthly sales tax to the State for retail sales at various locations for City operations. â- Coordinates, reviews and audits payment requests from third party alarm monitoring company. â- Manages club shopping memberships for outside departments. â- Oversees financial aspects of city's travel program, including maintaining a log of city employee/governing body/planning commissioner (employee) travel advances and settlements. â- Prepares special reports and assembles financial information as needed. â- Responds to open records (KORA) requests from the City Clerk when needed. â- Coordinates Finance Department mail. Opens accounts payable invoices not submitted electronically and routes to proper departments. â- Cross trains staff members in job duties and provides backup as required. Keeps backup personnel informed of changes in duties and procedures. The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with staff, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish duties and department objectives. The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

GENERAL QUALIFICATIONS

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS: High school diploma or equivalent with additional courses in accounting or bookkeeping, data entry and office procedures and practices, or equivalent experience. EXPERIENCE: Requires three or more years of experience performing cash management, accounts payable, data entry and/or software administration. SKILLS: Ability to work within a large ERP system. Effective oral and written communication skills. Good listening skills. Ability to perform basic math and accounting skills. Ability to operate calculator and personal computer. Ability to apply accounting and bookkeeping procedures. Ability to work in office-cubicle environment. Organizational skills. Analytical skills. Computer skills (word processing and spreadsheet skills). Ability to work with Google and MS Office applications. Data entry. Ability to work in an environment with constant interruptions. MENTAL REQUIREMENTS: Ability to read and comprehend city and state regulations. Ability to organize files and retrieve data effectively. Ability to learn and understand PC software applications, accounting (ERP) software, and other finance software. Ability to work independently. Ability to prioritize work. Logical reasoning. Patience. Ability to carry out assignments through oral and written instructions. Accounting principles. Detail oriented. PHYSICAL REQUIREMENTS: Manual dexterity. Ability to lift 20 pounds and transport 20 feet. Ability to make and receive phone calls. Hand and eye coordination adequate to input computer. Visual stamina and acuity adequate to review alpha/numeric data and spend long periods looking at computer screen. Ability to operate personal computer, calculator, copier, and typewriter. SUPERVISORY RESPONSIBILITY (Direct & Indirect): Indirect - Cash Management Systems Specialist I The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.