Shared Services Support

Description

POSITION SUMMARY:

The Shared Services Support Specialist provides essential internal support to the Shared Services department, ensuring the smooth operation of daily functions through accurate reporting, reconciliations, resource management, and departmental coordination. This role is responsible for maintaining accurate and compliant records, preparing and balancing assigned accounts, assisting with reporting needs, and supporting department staff with administrative and operational tasks.

The position requires high attention to detail, organizational skills, and the ability to handle multiple priorities. By maintaining the accuracy and efficiency of Shared Services operations, the Support Specialist helps safeguard the Bank’s financial integrity and regulatory compliance while enabling department leaders and staff to focus on higher-level strategic and customer-facing activities.

OBJECTIVES OF THIS ROLE:

• Provide reliable and accurate operational and administrative support to the Shared Services department.
• Ensure timely preparation and reconciliation of financial reports and General Ledger accounts.
• Maintain accurate records, manuals, and departmental resources in alignment with change control processes.
• Assist leaders by producing reports and tracking key metrics that identify trends and areas for improvement.
• Support compliance by ensuring all reporting and reconciliations adhere to policies, regulatory requirements, and data governance standards.
• Act as an internal contact for departmental questions and requests via phone, email, and chat.

RESPONSIBILITIES:

Reporting & Departmental Support

• Generate and distribute regular reports, including quality control, audit, exam, and policy update status reports.
• Prepare deposit reports showing trends across all deposit applications and management reports on the performance of the online branch.
• Compile specialized reports such as demand deposits, promotional CDs, bonus promo reports, and Director morning reports.
• Prepare accurate management reports to assist leaders in monitoring and decision-making.
• Provide responsive and professional support through departmental phone, email, and chat channels.
• Record and maintain meeting minutes and departmental records (e.g., DRC meeting minutes and monthly reports).

Reconciliation & Balancing

• Reconcile and balance assigned General Ledger accounts, including but not limited to GL 201198, 201199, and 238501.
• Balance CD Interest Accounts, escrow, repurchase agreements, appraisal reviews, and CBC billings.
• Monitor and reconcile DDL non-posts and escalate unresolved exceptions as needed.
• Maintain accurate and current files for letters of credit, ensuring balances tie to the General Ledger.
• Process escheatment accounts in compliance with state unclaimed funds guidelines.

Administrative & Resource Management

• Maintain updated departmental manuals, forms, and training materials in accordance with the change control process.
• Manage departmental supply orders and ensure resources are available as needed.
• Track and update officer codes, waiver codes, fee waivers, and response codes in bank systems.
• Complete and process credit reference requests accurately and on time.

Requirements

 QUALIFICATIONS:

• Associate degree in Business, Finance, or related field preferred, or equivalent banking/administrative experience.
• Minimum 2–3 years of banking operations, reconciliations, or administrative support experience.
• Strong knowledge of deposit and loan operations, reconciliation processes, and reporting standards.
• Proficiency in Microsoft Office (Excel, Word, Outlook, Access) and ability to learn other banking applications.
• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• High attention to detail, accuracy, and data integrity.
• Excellent written and verbal communication skills for collaboration across departments.

ADDITIONAL REQUIREMENTS:

• Participate in compliance and data governance training.
• Accurately complete reports, reconciliations, and documentation while ensuring data integrity and quality.
• Maintain strict confidentiality of all customer and Bank information in compliance with GLBA and privacy policies.
• Ensure Shared Services support activities align with audit, regulatory, and data governance standards.

COMPLIANCE:

• As generally applicable to F&M Bank and commensurate with these job functions, this job role includes accountabilities for following Bank policies and related procedures, as well as regulatory requirements involving federal and state laws, regulations, and related guidance.
• Compliance with Bank Secrecy Act (BSA), including accurate completion of Currency Transaction Reports (CTR) when applicable, Anti-Money Laundering Act (AML), Office of Foreign Asset Control (OFAC) and the USA PATRIOT Act. Adhere to Customer Identification, Customer Due Diligence and reporting of suspicious activities to the BSA Department.

DIVERSITY STATEMENT: NON-EXEMPT/HOURLY COMPETENCIES:

• Job Knowledge: Understands duties and responsibilities, possesses necessary job knowledge and technical skills, maintains job knowledge current.
• Productivity: Manages a fair workload, volunteers for additional work, prioritizes tasks, develops good work procedures, manages time well, and handles information flow.
• Attendance: Employee is expected to adhere to the attendance and break policy and communicate with your supervisor about anticipated time off or modifications to break times.