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Cashier Job Description

Overview
WORKING TITLE
  • Cashier
  • PERCENT OF FULL
  • 100
  • DEPARTMENT/PROJECT OVERVIEW
    POSITION OVERVIEW
  • Responsible for all aspects of payment processing, which requires the sound knowledge and application of cashiering principles and operations in a public university environment. Utilizing Office of the President (OP), University cash management guidelines, BUS – 49 Policy for Handling Cash and Cash Equivalents and banking cash handling standards record various combinations of registration fee payments and miscellaneous student payments to accounts that include cash, checks, money orders, travelers checks, & cashiers checks. Serve as a resource to academic and administrative departmental personnel involved in the registration process on ISIS payment matters. Interact diplomatically and apply listening, negotiation, and communication skills to a diverse population of students, University personnel, and the general public in order to provide a high level of customer service. Establish and promote effective interpersonal relationships with supervisors and colleagues to maintain a cooperative team environment within the department. Review and monitor balance sheet, income, and expense account/fund/index information submitted with campus-wide departmental deposits for valid accounting information and payment instruments. Verify, record, and distribute revenue to departmental general ledger accounts via ISIS, which uploads information into the University financial system, (IFIS) weekly. Balance check and cash deposits to transaction totals on the Deposit Advice forms submitted by the departments for posting to the cashiering system. Through the ISIS system, analyze student accounts to determine current registration status, which includes evaluating various charges, payment data and application, enrollment information, hold conditions (financial and/or academic), status of the dean’s authorization, and de-assessment of fees, when applicable. Sort and batch checks for payment application and posting into ISIS. Overtime may be required.
  • SPECIAL CONDITIONS OF EMPLOYMENT
  • Criminal background check will be completed prior to employment.
  • EMPLOYEES DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #, Status (career, casual, student), %Time
  • NA
  • EMPLOYEES SUPERVISED THROUGH OTHERS: Name, Payroll Title
  • NA
  • For use only by Department HR Contact
    IS BACKGROUND CHECK REQUIRED
  • Yes
  • IS C.O.I. DISCLOSURE REQUIRED
  • No
  • IS PRE-PLACEMENT PHYSICAL REQUIRED
  • No
  • (Dept only) REQUESTED HEERA
  • All Others, not Confidential
  • (Central HR only) APPROVED HEERA
  • All Others, not Confidential
  • FUNCTIONS WITH CORRESPONDING TASKS
    FUNCTION NAME
    (1.)  CASH MANAGEMENT PROCESSING
    %TIME
    35%
    ESSENTIAL
    True
    TASKS
    Responsible for all aspects of cash management processing, which requires sound knowledge of basic principles of cashiering operations in a public university environment. Utilizing Office of the President (OP), University cash management guidelines, BUS –49 Policy for Handling Cash and Cash Equivalents and banking cash handling standards perform the following:

    A. Record various combinations of registration fee payments that include cash, financial aid, graduate support, and waivers through ISIS, (Integrated Student Information System).

    B. Ensure the accuracy of processed fee payment data, which sends information “real time” to various campus departmental systems and confirms students’ enrollment into classes.

    C. Independently interpret electronic fee payment data transmitted to student accounts from the Registrar, Housing, Parking & Transportation Services, Financial Aid, Research and Graduate Studies, Student Health, Accounting, Library, and Sports and Recreation.

    D. Prioritize workload to meet daily payment deadlines and to adhere to the department’s performance standard regarding the timing and deposit of assets.

    E. Interact with various departments involved in the registration process to determine fee payment solutions when problems arise, and advise students of the appropriate course of action.

    F. Provide assistance and interpretation of University, cash management, and banking policies to campus departments as they relate to payment taking, deposit preparation, and security of campus assets.

    G. Interpret and enforce campus policy regarding late registration and enrollment when applicable.

    H. Process a variety of student payments (over the counter and mail cash receipts) by crediting the appropriate departmental general ledger accounts through ISIS which updates weekly to the campus financial system (IFIS). Student payments include: laboratory fees, reimbursements for books, cross enrollment, add/drop cards, photo I.D., accounts receivable payments, candidacy fees, credit by exam fees, diplomas, filing fees, long term loan payments, re-admittance forms, returned check payments, Student Intent to Register payments, transcripts requests, late registration and enrollment fees, and verification of enrollment fees.

    I. Review student accounts and advise students of critical information as requested based on University, state, and federal privacy laws.

    J. Confirm that account information is valid and current.

    K. Utilize independent judgment to evaluate complex payment transactions and recommend solutions to students with payment difficulties.

    L. Prepare cash tills (change funds) using proper cash and security procedures.

    M. Maintain individual accountability in all aspects of cashiering operations.
    FUNCTION NAME
    (2.)  BALANCING AND DEPOSITS
    %TIME
    30%
    ESSENTIAL
    True
    TASKS
    A. Review and monitor balance sheet, income, and expense account/fund/index information submitted with campus departmental and sub-cashier deposits for valid accounting data.

    B. Determine and obtain the appropriate detail when critical information is missing from the deposit-input document.

    C. Verify and record revenue to departmental accounts, completing all transactions daily in accordance with campus cash management guidelines.

    D. Monitor and report all deposit activity and discrepancies to the appropriate department personnel and accounting office for review and reconciliation.

    E. Balance check and cash deposits to transaction totals generated by ISIS cashiering balancing screen which total more than $340 million annually.

    F. Independently research deposit discrepancies by reviewing processed documents, reports, and payment sources.

    G. Correct deposit irregularities to achieve 100% accuracy in the collection and recording of University revenue.

    H. Prepare cash receipt collections and transfer in accordance with OP, University, and depository banking cash management standards.

    I. Provide change to sub-cash handling stations and department cash handling stations.

    J. Maintain control of change fund. Regulate denomination currency and coin to meet daily operation needs.

    K. Provide check cashing (no personal checks) and petty cash reimbursement services for students, staff and faculty.

    L. Following University cash control standards prepare parking coin income for Armored car pickup.

    FUNCTION NAME
    (3.)  CUSTOMER SERVICE/DEPARTMENTAL RELATIONS
    %TIME
    30%
    ESSENTIAL
    True
    TASKS
    A. Provide professional customer service to a diverse population of students, University employees, and the general public.

    B. Interact diplomatically, by applying good listening, negotiation and communication skills, with various campus departments to ensure the accurate processing of student and departmental payment applications.

    C. Interpret policy and serve as a resource for questions and issues related to cashiering transactions.

    D. Establish and maintain effective interpersonal relationships with supervisors and colleagues to promote a cooperative, team environment within the department.

    E. Complete special projects as assigned, developing creative ways of streamlining processes (within OP and Campus cashiering guidelines) that assist customers in fulfilling transactions more efficiently.

    F. Uphold UCSD Standards regarding UCSD Principles of Community, Diversity, Health and Safety and Customer Service.
    FUNCTION NAME
    (4.)  ADMINISTRATIVE SUPPORT
    %TIME
    5%
    ESSENTIAL
    True
    TASKS
    A. Answer telephone as backup when supervisor and/or audit clerk are not available.

    B. Perform miscellaneous duties or projects assigned by Manager.

    C. Upon request, assist other cashiers in daily balancing out procedures by re-adding checks, reviewing processed work and re-counting cash.

    D. Follow proper document management by retrieving and printing information as requested by campus departmental personnel, students and faculty.

    KNOWLEDGE, SKILLS, AND ABILITIES
    RELATED FUNCS: DESCRIBE KNOWLEDGE, SKILL, ABILITY: IMPORTANCE LVL:
      * Ability to interpret and follow Office of the President and University policies and procedures.

    * Ability to communicate in person, by phone, and in writing with a diverse population of students, University personnel, and others in an effective, professional manner.

    * Ability to listen attentively and to diffuse anger and resolve conflict in difficult situations.

    * Ability to independently research problem accounts and analyze detailed transactions to resolve discrepancies.

    * Ability to interpret and follow accounting policies and procedures regarding account/fund/index structures and deposits.

    * Knowledge of bank operations and various forms of payment instruments including foreign items.

    * Sill in the operation of a 10-key calculator with speed and accuracy.

    * Skill in the operation of microcomputers that run on a local area network.

    * Skill in accurately balancing currency, coin, checks, and non-cash payments.

    * Skill in setting priorities that accurately reflect the relative importance of essential functions, deadlines, and shifts in workload.

    * Skill in performing basic mathematical calculations.

    * Skill in working as part of a team, collaborating and working effectively with colleagues, supervisors and University personnel.

    * Skill in using Windows, Microsoft Word and Excel software programs.
    Required
      * Ability to analyze individual student cases and make independent decisions based on professional knowledge. Acquired
      * Knowledge of functions performed by other campus departments.

    * Knowledge of University, state, and federal privacy laws.
    Preferred

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