PAY RANGE: 14
PAYMENT PROCESSING SUPERVISOR
This is supervisory payment processing work directing the activities of a large group of payment processors engaged in a significant volume of payment transactions which involve receiving, disbursing, recording and validating large amounts of cash, checks, and other negotiable instruments in payment of a wide variety of taxes, fees, and the like, in an on-line environment. The employee in the Sheriff’s Office specialty performs work in the Philadelphia Sheriff’s Office is responsible for supervising and directing the work of lower level staff responsible for processing deposits and settling accounts related to Judicial Mortgage Foreclosure and Tax Sales and validating and issuing balances for the Defendant Asset Recovery Team. Work in the Revenue Department includes supervising a clerical staff, located at several sites, engaged in the validation of payments utilizing a point-of-sale terminal, or computer terminals and electronic validating equipment. Contact with the public relating to cashiering problems of unusual complexity and dealing with bank officials to resolve problems relating to the deposit of monies are of major significance to the work.
Work is performed under the supervision of an administrative superior.
ALLOCATING FACTORS (The following conditions must be met for a position to be allocated to this class.)
1. Employees in the Revenue specialty perform work in the Revenue Department and direct a large staff performing payment processing duties.
2. The employee in the Sheriff’s Office specialty performs work in the Philadelphia Sheriff’s Office must supervise the work of a lower level staff responsible for processing deposits and settling accounts related to Judicial Mortgage Foreclosure and Tax Sales and validating and issuing balances for the Defendant Asset Recovery Team.
3. Employees in this class report to an administrative superior.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Plans, assigns, and reviews the work of a large group of payment processing clerks engaged in receiving, disbursing, and accounting for money received in payment of a large variety of licenses, permits, fees, and taxes; supervises a clerical staff engaged in the manual validating of bills and payments for any of the above in instances where a computerized validating system cannot be used; determines appropriate numbers of persons expected to appear for payment of certain taxes and fees and reassigns employees to meet workload peaks or to fill in for those ill or on vacation.
Receives from lower-level payment processing clerks settlement sheets, register tapes, monies, checks and other forms of payment representing the day's receipts; determines that the settlement sheets correspond with register tapes and have been correctly applied to the tax or other item for which payment is intended; locates and identifies errors and makes the necessary corrections in settlement sheets and register tapes; prepares consolidated summary report of the day's receipts which include manual and computerized outputs; performs reconciliations as required; utilizes a personal computer to prepare payment record files for transmission to the mainframe; utilizes a personal computer to edit payment records.
Insures that adequate security is maintained at all sites and at all times; determines that all cashiers' tills are locked at the end of the day and places tills in vault; prepares daily deposit slips divided into cash and checks for bank deposit; sees that the cash and checks are forwarded to the bank for deposit.
Plans, assigns and monitors a group of payment processing clerks assigned to record tax payments on computer terminal/electronic validating machines; insures that all work is accounted for including all customer receipts, payments, scan copies, batch tapes and machine rejects; supervises the receiving, processing, and distributing of checks, bills and receipts; insures that work processed balances out at the end of the day.
Performs related work as required.
Receives and stores in vault all petty cash boxes for other City agencies; sets time clock for vault; answers complaints and inquires from taxpayers or other customers, explaining procedures of how overdue taxes and interest and penalty charges are computed; refers person to the appropriate City agency to resolve the discrepancy.
Activates transit system by keying prescribed commands to set up system in accordance with the software program; analyzes test data and determines if printing, batch recording, endorsing, scanning, and reporting are being correctly performed by the system; creates and tests new programs relating to electronic payment processing. Supervises the closing of equipment at the end of the day; generates final reports from system by a series of commands on the key entry station after all batches have been accounted for or recorded; generates reports such as tax summary report; retrieves data from computer and analyzes and distributes the work measurement report and batch audit trail report; determines if the production by payment types is adequate; reconciles assigned work entered to tape.
Supervises the scanning of tax returns and the data entry of non-scannable tax returns.
Oversees the operation of the transit system; reacts to overall system malfunctions including identification of the problem such as a system lock or a power failure; recovers from the malfunction by taking core and disk dumps and re-starts the system; manually calculates the management reports after a run time error; reacts to and recovers from work station lister and checks jams.
Monitors the electronic funds transfer programs for electronic filing of business tax returns, collection agency magnetic tapes processing and real estate bulk requestor tapes processing, employee payroll deduction of taxes, payroll service deposits, and federal agency tax services, electronic payment of Philadelphia wage taxes, bank-by-phone, and verification of federal agency W-2 tax information.
Interviews, hires and trains temporary and permanent personnel in electronic payment processing procedures and software applications; develops instructional and reference materials relating to electronic payment processing; monitors inventory and reorders necessary cards, tapes and forms; maintains contact with various supporting units, city agencies, collection agencies, bank treasury management personnel, technical support personnel, tax preparers, and the general public.
SHERIFF’S OFFICE SPECIALTY
Supervises lower level payment processing staff responsible for attending Judicial Mortgage Foreclosure and Tax Sales to receive, process and document deposits; receives and processes payments for balances on executed Sheriff Sales; provides technical direction in the operation of electronic payment processing systems; verifies payments and ensures transactions are properly recorded; reviews the work of staff to verify payments to appropriate recipients/banks; provides payments and settles accounts with appropriate agencies; posts entries to various account journals, computes daily balances; transfers costs from ledger to ensure municipal, sheriff and deeding costs can be paid; creates sale schedules.
Manages weekly and monthly report system utilized by Sheriff’s Office Accounting Department; compiles and reviews daily and monthly reports as necessary; processes payment checks electronically into various Sheriff’s Department accounts; ensures accuracy and completion of electronic deposits; troubleshoots and recommends new processes to ensure efficient payment processing.
Trains staff on new payment processing systems as necessary; develops instructional and reference materials relating to electronic payment processing.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
• the standard principles and practices governing monetary transactions
• office procedures, methods, and equipment with particular reference to receiving and accounting for payments
• business arithmetic
• the concepts of computerized remittance processing
• bookkeeping procedures and techniques as they apply to the disbursement of funds
• methods and procedures involved in production control, machine and personnel schedules, and records
• the principles, practices and techniques used in obtaining maximum utilization of electronic equipment used in the processing and validation of various city tax payments or real estate payments as related to the area of specialization
• business English
• the operations of point-of-sale terminals, validating machines, personal computers equipped with modems, and other standard office appliances
• supervisory techniques and practices
• the applications of the rules and regulations relating to payment processing
• create and test new computer programs relating to payment processing
• identify, define, and react to system problems
• train lower level employees in the procedures involved in the use of electronic equipment used in processing and validating various types of city taxes or real estate payments as related to the area of specialization
• explain cash transactions to the public
• process payments rapidly and accurately
• make rapid and accurate arithmetic computations
• operate a point-of-sale terminal
• establish and maintain effective working relationships with associates and the public
• supervise the work of a large group of payment processors and clerks and to instruct them in their duties
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 4/16.)
Completion of the twelfth school grade.
Five years of experience processing and validating tax payments on computer terminals or electronic validating machines.
Four years of experience processing and validating tax payments on computer terminals or electronic validating machines, including one year of experience as a Payment Processing Clerk 3, assigning work to payment processing clerks performing either over-the-counter transactions for payment of taxes, fines and other liabilities, or processing and validating tax payments on computer terminals or electronic validating machines.
SHERIFF’S OFFICE SPECIALTY
Four years of payment processing experience with responsibility for verifying, recording and processing real estate sales and settlement payments, which has included two years supervising lower level payment processing staff responsible for processing deposits and settling accounts related to Judicial Mortgage Foreclosure and Tax Sales for the Philadelphia Sheriff’s Office.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources.
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Class Established 1/53
CSC - 4/96
Ad. Board - 5/96
CSC – 10/15
Ad. Board – 10/15
Latest Spec. Revision:
CSC – 2/16
Ad. Board – 4/16