Check Control Lead

The Check Control Lead assists the management team with planning and directing the daily workflow of the Check Control Team. The position ensures timely and accurate disposition of all checks and maintains a high level of control over check production. The role is highly responsible for risk mitigation. The accurate and timely disposition of payments ensures that DTO avoids financial, reputational and client satisfaction risk.

The role ensures that appropriate mailing methods are used to deliver payments to various taxing agencies. The Check Control Lead provides training, feedback, and support for the development of the Check Control Team.

Essential Functions The essential duties of the position to be performed with or without accommodation.

Check Control
• Logs in and reviews payment files received from the Payment Department
• Prints, scans, and reconciles check production jobs with actual checks printed ensuring a tax payment is not missed
• Processes payment files, matches, reconciles, and balances payments before mailing to tax agencies
• Performs quality control on every check with backup prior to mailout
• Oversees and ensures the distribution of payments to taxing agencies in the required timeframe, using various transport methods, and works with the Dallas Tax Operations Teams to determine delivery method required
• Sends Cashier Check Transmission files to the bank to ensure cashier checks are printed and received from bank for distribution to agencies
• Processes daily incoming mail; opening, sorting, scanning and distributing
• Assists staff with questions and issues that may arise about collector payments and correspondence
• Acts as the liaison between Check Control and all other Tax Operations teams for check disposition

Incoming/Outgoing Mail
• Ensures timely and accurate processing of all incoming mail and packages which requires (in some cases) physically distributing items to the appropriate staging area as well as internally delivering items to various departments
• Ensures timely and accurate processing of all outgoing mail and packages which includes operating the postage metering machine and ensuring appropriate postage is applied to the mail and packages to avoid delays
• Schedules and manages tracking for UPS, FedEx etc. outgoing and incoming packages and ensures all package deadlines are met
• Coordinates courier service for all departments, confirms tracking information and monitors pick-up and delivery to ensure timely processing

Leadership Responsibilities

• Significant risk mitigation responsibilities centering around the timely and accuracy disposition of over a billion dollars in payments sent to taxing agencies on behalf of DTO clients throughout the year
• Responsible for ensuring that agency checks are forwarded to the correct agency for the correct amount utilizing the proper mailing method.
• Assists the CCR Supervisor in controlling mailing cost associated with balancing Fed Ex usage with Post Office mailing
• Works closely with accounting partners where needed to make payments where DTO requires assistance in avoiding a missed Due Date
• Responsible for a significant percentage of workflow distribution for the CCR team
• Provides guidance and training to the team and acts as a resource in the absence of the Supervisor/Manager
• Tracks and maintains daily production/workflow and quality expectations and submits a status report to management on a daily/weekly basis
• Participates and takes an active role in client calls related to payment timeliness
• Supports the Management Team with ensuring consistent communication throughout the department
• Provides feedback ensuring knowledge of any issues or suggestions for the improvement of processes

other duties as assigned based on the needs of the department.

Core Competencies Bullet-point the required knowledge, skills, and abilities.

• Ability to work in a high-volume, fast-paced environment and effectively prioritize a varied workload between multiple systems and customers
• Ability to schedule and manage a workload independently
• Strong, independent decision-making ability
• Excellent time management and organizational skills
• Ability to be professional and courteous when dealing with internal and external customers
• Ability to be extremely detail-oriented to ensure accuracy
• Ability to communicate verbally confidently / effectively, in writing, via telephone and in person
• Ability to conduct effective searches via the internet
• Ability to respond with urgency to team and management requests / reports
• Ability to successfully work in a team environment to collectively to address and resolve issues
• Ability to apply knowledge from one situation to the next to solve problems quickly
• Demonstrate excelle