Coordinator Cash Disbursements

6 months ago

Toronto, Canada Workplace Safety and Insurance Board Full time

Plan, coordinate, prioritize and assign work to Cash Disbursements Section staff; research, recommend and implement administrative and control procedures to ensure payments to injured workers, vendors, employers and others are secured and protected against theft and financial irregularities.** **Participate in the implementation of legislative and policy/operational changes impacting cash disbursement systems and processes. Coordinate and oversee various cash disbursement programs. Oversee and control the issuance of all payments produced at Head Office and in the Regions. Approve and prepare various cash disbursements reports, general ledger journal and accident cost entries.

**Major Duties & Responsibilities**

1. Plan, prioritize, coordinate and assign work to Cash Disbursements Section staff to ensure the Section is efficiently organized and all daily activities are effectively and promptly executed.
- Assign staff to priority issues as required. Coordinate and recommend the scheduling of staff absences and vacation requests and forward to manager for approval. Monitor employee work for quality, productivity and accuracy and provide feedback to manager.
- Train staff and coach new employees in cash disbursements processes and CW-WBS, ACES, TC, SharePoint, PeopleSoft - AP systems and other programs to assist with the successful completion of responsibilities and duties in cash disbursements.

2. Coordinate and oversee cash disbursement programs and processes including:

- Balancing and issuance of computer produced benefit cheques, AP cheques, Head Office/Regional Office manual cheques and employer refund cheques;
- Balancing and issuance of computer produced direct deposit benefit payments for injured worker payments;
- Cheque cancellation, stop payment of cheque, cheque pull, cheque pick-up, overlimit cheque and stale dated cheque processes;
- Issuance of foreign currency payments to health care service providers, vendors and others;
- Wage garnishment programs for injured workers;
- Payment records storage and retrieval system for issued, cashed cheques and direct deposit payments and validation of electronic file transfers to and from the bank.

3. Assist Regulatory Services with investigations concerning workers, employers, vendors and others suspected of fraudulent financial activity.

4. Develop, implement and maintain administrative and control procedures and processes to support and improve upon Cash disbursement programs (cheque issuance, payment reversals, Family Responsibility/Public Trustee, etc.), processes and systems and to ensure WSIB records are accurate and free of theft or financial irregularities.

5. Participate in the implementation of legislative, policy or operational changes/system enhancements that impact WSIB systems, such as ACES, WBS, CW, and PS-AP systems and processes. This includes:

- Analyzing and developing business requirements;
- Setting up system parameters, maintaining procedures, developing test scripts and scenarios for ACES, WBS, CW, and PS-AP systems, conducting testing and documenting results within prescribed timeframes and approving test results to ensure all business requirements and implementation target dates are met;
- Determining impact on system outputs, communicating test results and gaps to project team, resolving outstanding issues;
- Developing workaround procedures;
- Approving WSIB system changes and recommending whether or not to implement;
- Examining post implementation results to ensure successful implementation

7. Provide expertise, advice and consultation to WSIB staff within the Operations cluster, Treasury, Financial Reporting, Employer Audit, external auditors, etc., regarding cash disbursement programs, processes and systems.

8. As as the WSIB's cheque supplier and banking representative and liaise with the banks/providers on operational issues. This includes establishing and maintaining relationships with representatives, holding regular operational issue meetings, monitoring service level agreements and advising manager or provider representatives of agreement violations, advising representatives of issues, working out solutions and corrections, or escalating unresolved issues to provider customer service managers where appropriate.

9. Verify, post or approve PS-General Ledger (G/L) journal entries prepared by cash disbursements staff, various cash disbursements reports/section statistics, accident cost entries, approve daily, weekly and monthly Schedule 1 - Schedule 2 inter-company cash transfer entries, G/L and accident cost correcting and adjusting entries, etc.

10. Provide administrative and technical support to Manager by:

- Monitoring cash disbursement programs to identify corporate and operational risks and referring to manager; assisting in developing and implementing action plans to minimize possible risk impacts;
- Assisting with the preparation of section administration budget; track administration spending, analyze a

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