Treasury Services (Accounting ) Coordinator

JOB SUMMARY

The Treasury Services (Accounting) Coordinator position is under the general direction of the Township Treasurer and the day-to-day direction of the Deputy Treasurer. The Treasury Services (Accounting) Coordinator performs and coordinates operation, technical and administrative functions of the Treasury Department.

The position provides a senior-level operation support for property tax collections, utility, receivables, cash handling, banking transactions, payment processing, reconciliations, special assessments, treasury records, financial systems, customer service, and departmental reporting. The coordinator serves as a technical resource for treasury staff and maintains established Treasury procedures and records by supporting the Treasurer and Deputy Treasurer in maintaining efficient operations and effective internal controls. The coordinator is responsible for payment processing administration, electronic payments, ACH/e-check, credit/debit card processing, lockbox, Utility Bill collections and related reconciliation activities, BS&A administration, reporting, batching and operations procedures Banking: ACH activity, returned payments, chargebacks, settle reports and payment processor reconciliation. AutoPay administration, Internal-control documentation. Train on cashiering, tax collections, utility payments, payment processing and treasury procedures. Maintain records in accordance with retention requirements, prepare reports and other duties as assigned.

 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Daily Treasury Operations

• Coordinates assigned daily Treasury operational activities under the direction of the Treasurer and Deputy Treasurer.
• Performs and verifies daily cash-drawer transactions and end-of-day cash reports.
• Balances and maintains assigned cash drawers, petty cash, and related records.
• Prepares, processes, verifies, and reconciles deposits and other daily Treasury transactions.
• Monitors established cash-handling procedures and reports discrepancies or control concerns to the Deputy Treasurer or Treasurer.
• Assists Treasury staff with transaction questions, balancing issues, customer-service matters, and established departmental procedures.
• Coordinates daily workflow and provides operational assistance to Treasury staff as assigned.
• Assists in maintaining adequate departmental coverage during peak collection periods, employee absences, and other operational needs.

 

Property Tax Administration

• Performs and coordinates assigned property tax collection and processing functions.
• Assists with preparation and testing of summer and winter tax rolls.
• Assists with electronic import, verification, and reconciliation of assessment and tax information.
• Enters and maintains authorized standard and special millage rates within BS&A or other applicable systems.
• Verifies tax posting reports and assists with reconciliation of property tax receipts.
• Prepares tax collection and distribution schedules for review by the Deputy Treasurer and/or Treasurer.
• Assists with monthly and annual reconciliation of taxes collected and amounts payable to taxing authorities.
• Processes authorized adjustments resulting from Board of Review actions, Michigan Tax Tribunal decisions, State Tax Commission actions, and other approved changes.
• Maintains supporting records for tax collection, settlement, adjustments, and distributions.
• Assists with annual tax settlement and preparation of supporting schedules and documentation.
• Coordinates with the Assessing Department and other Township departments regarding routine tax-processing matters.
• Responds to taxpayer inquiries and refers complex, disputed, or policy-related matters to the Deputy Treasurer or Treasurer.

 

Special Assessments and Receivables

• Maintains special assessment records and processes authorized additions, adjustments, payments, and related transactions.
• Assists with preparation and verification of special assessment information for billing or placement on the tax roll.
• Maintains supporting documentation and reconciliations for special assessments.
• Coordinates routine information with Township departments regarding approved special assessments and other Treasury receivables.
• Assists with accounts receivable records and reporting assigned to the Treasury Department.

 

Utility and Other Collections

• Provides operational support for the collection and processing of utility payments and other Township receivables handled through the Treasury Department.
• Assists with reconciliation of utility collections and related payment-processing activity.
• Processes returned payments, non-sufficient funds transactions, reversals, adjustments, and related records in accordance with established procedures.
• Coordinates routine payment discrepancies with appropriate Township departments and payment providers.
• Maintains supporting documentation and reports for utility and other collection activity.

 

Banking and Reconciliation

• Utilizes online banking and Township financial systems to perform assigned reconciliations and transaction research.
• Reconciles authorized banking transactions against BS&A and other Township financial records.
• Researches routine discrepancies and prepares documentation for review.
• Assists with reconciliation of electronic deposits, ACH transactions, payment-processor settlements, lockbox deposits, remote deposits, and other banking activity.
• Maintains appropriate supporting documentation for banking and reconciliation activities.
• Prepares recurring reconciliation and exception reports for review by the Deputy Treasurer and Treasurer.

 

Electronic Payments and Payment Systems

• Coordinates day-to-day administration of approved Treasury payment-processing systems.
• Assists with electronic check/ACH, credit and debit card, recurring payment, lockbox, remote deposit, and other approved collection processes.
• Reconciles payment-processor settlement reports to Township financial records and banking activity.
• Processes and tracks returned payments, rejected transactions, chargebacks, and other payment exceptions in accordance with established procedures.
• Assists customers with account setup, electronic-payment enrollment, recurring-payment enrollment, and routine payment-processing questions.
• Maintains operational records and documentation associated with payment-processing systems.
• Identifies recurring payment-processing issues and reports them to the Deputy Treasurer.

 

BS&A and Treasury Systems

• Serves as a departmental technical resource for routine Treasury functions within BS&A and other approved financial and payment-processing systems.
• Maintains Treasury databases, records, reports, and electronic documentation as assigned.
• Generates standard and customized Treasury reports and schedules.
• Assists with testing system changes, upgrades, new payment methods, and Treasury process improvements.
• Assists in documenting Treasury system workflows and procedures.
• Reports system-access, configuration, reconciliation, or operational concerns to the Deputy Treasurer and/or Treasurer.
• Assists with implementation of new technologies intended to improve Treasury efficiency and customer service.

 

Investments and Cash-Flow Support

• Maintains assigned investment records, confirmations, maturity schedules, and supporting documentation.
• Assists in preparing investment reports for review by the Deputy Treasurer and Treasurer.
• Maintains records of investment income and related activity as assigned.
• Compiles cash-balance, collection, disbursement, and other information used by the Treasurer and Deputy Treasurer.
• Assists with preparation of reports and projections.
• Does not independently make investment decisions unless specifically authorized in accordance with law and Township policy.

 

Audit and Records

• Maintains organized Treasury records and reports for audit purposes.
• Prepares requested schedules, reconciliations, confirmations, transaction records, and supporting documentation for the annual audit.
• Assists the Treasurer and Deputy Treasurer in responding to external-auditor requests.
• Maintains appropriate documentation and audit trails for assigned Treasury transactions.
• Assists with implementation of operational changes resulting from audit recommendations.
• Maintains Treasury records in accordance with applicable Township record-retention requirements.

 

Internal Controls and Procedures

• Performs duties in accordance with established Treasury internal controls and procedures.
• Assists in documenting and maintaining written Treasury procedures, reconciliation checklists, forms, and workflow instructions.
• Identifies discrepancies, procedural weaknesses, or unusual transactions and promptly reports them to the Deputy Treasurer or Treasurer.
• Supports appropriate segregation of duties within Treasury operations.
• Assists with implementation of approved changes to Treasury policies and procedures.

 

Staff Support and Cross-Training

• Serves as a senior technical resource to Treasury staff regarding established departmental processes and procedures.
• Assists with training and cross-training employees on cashiering, tax collection, utility payments, payment processing, BS&A functions, reconciliations, and other assigned Treasury operations.
• Assists with development and maintenance of written desk procedures and training materials.
• Coordinates routine workflow as assigned but does not exercise independent departmental supervisory authority unless specifically delegated.

Customer Service

• Responds to public inquiries regarding taxes, special assessments, utility payments, payment methods, and other routine Treasury matters.
• Researches account information and assist customers in resolving routine payment and account issues.
• Refers complex, disputed, confidential, statutory, or policy-related matters to the Deputy Treasurer or Treasurer.
• Provides courteous, accurate, timely, and professional service to residents and other customers.

 

Reporting

• Prepares recurring operational reports concerning collections, transaction volumes, payment activity, reconciliations, outstanding items, and other Treasury functions.
• Compiles information requested by the Treasurer or Deputy Treasurer for budgeting, cash-flow analysis, audit, performance measurement, and departmental planning.
• Assists in tracking departmental performance objectives and operational statistics.

 

Additional Responsibilities

• Attends appropriate training and professional-development programs as directed or approved.
• Maintains knowledge of Treasury procedures, BS&A functionality, property tax administration, payment-processing practices, and applicable Township requirements.
• Performs other related duties as assigned by the Township Treasurer or Deputy Treasurer.

 

QUALIFICATIONS (Education and Experience)

Required

• Bachelor' degree in Accounting, Finance, Business Administration, Public Administration, or a related field; or an equivalent combination of education, training, and progressively responsible experience in municipal treasury, governmental finance, banking, tax administration, accounting, customer financial services, or a related field.
• Progressively responsible experience involving cash handling, financial transactions, reconciliation, accounting, banking, tax administration, or similar financial operations.
• Experience with computerized financial-management systems.
• Proficiency with Microsoft Office and related business applications.
• Ability to obtain required Treasury-related training and certifications as determined by the Township.
• Valid driver's license if required to perform assigned duties.

 

Preferred

• Master's degree in Accounting, Finance, Business Administration, Public Administration, or a related field.
• Municipal Treasury or governmental finance experience.
• Experience with BS&A.
• Experience with property tax collection and administration.
• Experience with electronic payment processing, ACH, banking, reconciliation, or lockbox services.
• Michigan Certified Professional Treasurer (MiCPT) certification

 

SKILLS AND SPECIFICATIONS

• Knowledge of cash-handling, reconciliation, banking, and financial-control procedures.
• Working knowledge of municipal property tax collection and Treasury operations.
• Ability to accurately reconcile financial transactions and identify discrepancies.
• Ability to understand and follow established internal controls and segregation-of-duty requirements.
• Strong working knowledge of BS&A or the ability to develop proficiency in Township financial systems.
• Ability to generate financial and operational reports.
• Ability to organize and maintain accurate financial records and supporting documentation.
• Ability to understand and apply Township policies, procedures, and applicable governmental requirements.
• Ability to prepare correspondence, forms, procedures, reports, and instructional materials.
• Ability to effectively communicate verbally and in writing.
• Ability to provide technical guidance and training to other employees.
• Ability to manage multiple assignments and meet critical deadlines.
• Ability to maintain confidentiality and exercise appropriate discretion.
• Ability to establish effective working relationships with elected officials, department heads, employees, governmental agencies, vendors, financial institutions, and the public.
• Ability to adapt to new technology and changing operational requirements.
• Ability to conduct oneself professionally, tactfully, and courteously.

 

 

WORKING CONDITIONS/PHYSICAL DEMANDS

Works in an office environment and uses a computer, telephone and other office equipment on a regular basis. The noise level in the work environment is typical of that of an office with frequent contact with customers.

 

May encounter frequent interruptions throughout the day.

 

Frequently remain in a seated and/or standing position throughout the day.

 

Ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.

 

Constantly operates a computer keyboard, and other office productivity machinery, such as a calculator, copy machine, and printer.

 

Occasionally moves about the inside of the office to access file cabinets, office machinery, communicate with other staff; may need to position self to maintain files in file cabinets.

 

May operate an automobile while performing assigned job duties.