Supervisor Cash & Remittance

Office/Department: Student Administrative Services

Work Environment: Remote and hybrid positions are open to applicants based in approved states.

About the Role

This position is responsible for receiving, reconciling, and preparing deposits for cash, check, and credit card transactions received by the university. The role involves file maintenance of financial data, data entry into the university’s ERP system, and daily reconciliation activities. The Supervisor will oversee two Customer Service Representatives and ensure the smooth operation of the SAS Front Counter and Cash Room.

Responsibilities

• University-Wide Deposit Function
  • Receive, post, and reconcile all cash, check, wire, and credit card activity for the University.
  • Oversee remote deposit function in coordination with banking partners.
  • Prepare daily, weekly, and monthly cash receipts reports for review by leadership.
  • Perform daily reconciliation of receipts deposited to University banking partners against the General Ledger system.
  • Conduct monthly reviews of cash receipt-related outstanding items.
  • Research, prepare, and process adjustments in coordination with the Controller’s Office.
  • Prepare biweekly University cash/check deposits to bank partners with a third-party delivery partner.
  • Serve as the point of contact for all University departments handling cash/check/credit card deposits.
  • Provide documentation and perform research for yearly financial audit requests.
• Credit Card/E-Check Merchant Accounts
  • Maintain and record all electronic payments received by the University.
  • Act as liaison with the Merchant Service Provider (currently M&T Bank) for university merchant accounts.
  • Deploy, troubleshoot, and monitor all credit card machines (29 units) across campus.
  • Work with department leads to set and enforce policies for proper credit card acceptance and reconciliation.
  • Perform daily, weekly, and monthly reconciliation of multiple credit card merchant accounts (including PayPal, Stripe, and Authorize.net).
  • Reconcile daily merchant credit card batches against daily receipts.
  • Research and correct unidentified batches/errors.
  • Coordinate responses to bank inquiries regarding credit card chargebacks.
  • Reconcile daily, monthly, and yearly e-check returns.
• University Safe and Petty Cash
  • Manage the University’s working petty cash safe ($25K base).
  • Coordinate increases/decreases to the safe balance with the Director of Student and Financial Services.
  • Prepare biweekly, monthly, and end-of-year reconciliations of the safe.
  • Review and audit biweekly petty cash expense vouchers against departmental budgets.
  • Prepare biweekly cash reimbursements to the safe from banking partners.
  • Distribute approved large petty cash requests for Athletic teams and Student organizations.
  • Perform routine and surprise audits of departmental petty cash banks.
• SAS Front Counter
  • Provide customer service at the SAS front counter.
  • Monitor and reconcile the front counter cash drawer.
  • Issue new and replacement ID cards for students, employees, and guests.
  • Assist with parking registration and payment for students and employees.
  • Review requests and issue petty cash reimbursements/advances.
  • Answer phones and direct inquiries to the appropriate party.
  • Post student account payments and Evergreen account deposits.
  • Reconcile daily counter receipts.
  • Open and distribute mail.
  • Assist with general University inquiries.
• Supervision of Staff
  • Directly supervise two Customer Service Representatives.
  • Provide ongoing coaching and guidance for effective completion of duties.
  • Model excellent service to students and parents.
  • Prepare annual evaluations reflecting staff responsibilities and areas for improvement.
• Perform all other duties and responsibilities as assigned or directed by the supervisor, including attendance at required training.

Requirements

• Bachelor’s degree.
• 5–8 years of work experience.
• Record of trust and responsibility in a cash operations position.
• Proven track record of cash handling experience.
• Desire to assist others in a service-provider environment.
• Excellent communication skills.
• Ability to provide guidance to others.
• Ability to work in both macro and micro environments.
• Versatility and adaptability.
• Ability to multi-task.
• Commitment to supporting the University’s goals for institutional diversity and the values of a Catholic, Jesuit education.

Physical/Environmental Demands

Office environment with no specific or unusual physical or environmental demands.