Payment Processing Specialist *GRANT FUNDED

GENERAL DESCRIPTION
The Payment Processing Specialist performs advanced financial work to accurately process, verify, and reconcile child support payments from multiple sources in compliance with tribal, state, and federal requirements. The role ensures timely disbursement, maintains strict financial controls, and provides expert support for complex payment issues. The specialist also contributes to process improvements, system testing, reporting, and staff training, and may serve as an in-charge designee to support workflow and regulatory compliance.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Payment Intake and Posting

• Receives and processes payments from multiple sources, including Payment Portal, Administrative Enforcement Interstate collections, Lockbox deposits, Cherokee Nation entities, employer checks, and direct deposits.
• Accesses encrypted ACH notifications from banking partners, extracts and reviews batch reports, and matches transactions.
• Posts payment batches into child support case management system: creates batch records, enters payment details, and reconciles batch totals.
• Validates payor name, case number, payment information, and payment notes for each transaction.
• Processes employer payments using case spreadsheets provided by agencies and compares against internal records to ensure accuracy.

Lockbox and Deposit Processing

• Resolves Lockbox exceptions by reviewing scanned check images and correcting missing or mismatched case data.
• Cleans, verifies, and prepares PDF images of checks and payment slips for entry into child support case management systems.
• Processes physical checks from the in-person payors and ensure proper documentation in the deposit logbook.
• Ensures bonds and special payment types are clearly noted and flagged appropriately in the system.

System Integration and Disbursement Coordination

• After posting payment batches, initiates disbursement processes for the daily check run(s).
• Enters disbursement batch data into financial management system for transaction upload and runs group creation.
• Verifies transactions within the financial management system for payment generation.
• Coordinates disbursements through financial management software and prepare ACH deposits, checks or cards for processing including multi-stage verification and logging.
• Assembles deposit packages and complete payment delivery.

Quality Control and Communication

• Reviews and reconciles payment totals with banking reports and internal spreadsheets.
• Maintains batch integrity through reconciliation, updates pending items, and flags errors for supervisor review.
• Sends confirmation emails to the payment processing analyst team after each batch posted including totals and notes.
• Ensures high-quality image documentation for each payment source is saved and filed accurately in shared directories.

Process Oversight & Support

• Monitors daily payment workflows to ensure timely posting and disbursement.
• Serves as point-of-contact for resolving complex payment discrepancies or employee inquires.

Training & Mentorship

• Trains new analysts on payment intake procedures, system navigation, and reconciliation protocols.
• Develops and maintains training materials and quick-reference guides for common payment scenarios.

System & Data Enhancement

• Identifies recurring system errors or inefficiencies and recommends improvements to batch posting or reconciliation processes.
• Collaborates with IT or system administrators to test updates or enhancements related to payment processing within case management or financial systems.

Reporting & Documentation

• Generates additional payment reports.
• Performs other duties, tasks, and services consistent with this position as assigned.

LEVEL OF RESPONSIBILITY

• This position does not directly supervise any individuals.
• Sets work procedures, priorities, levels of responsibility, and objectives.

QUALIFICATIONS

• High School Diploma or General Education Degree (GED). Associates degree preferred.
• Two (2) years of related experience.

COMPETENCIES

• Proficient in Microsoft Office Suite
• Excellent verbal and written communication
• Intermediate computer & math skills
• Ability to build strong working relationships with a diverse population
• Ability to hold strict confidentiality
• Meticulous attention to detail
• Analytical mindset & problem-solving skills
• Knowledge of Title IV-D regulations & payment disbursement policies

PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

CERTIFICATES, LICENSES, REGISTRATIONS

• Must possess a valid driver's license with a driving history verified through a motor vehicle report that meets requirements for Cherokee Nation underwriting rating.

OTHER REQUIREMENTS

• The employee must not be and will not be under sanction by the United States Department of Health and Human Services Office of the Inspector General (OIG) or by the General Services Administration (GSA) or listed on the OIG's Cumulative Sanction Report, or the GSA's List of Excluded Providers, or listed on the OIG's List of Excluded Individuals/Entities (LEIE).
• Must meet and maintain pre-employment and periodic background investigation and adjudication for childcare.