Operations Specialist

Under general direction of the Deposit Operations Manager, the Operations Specialist will provide technical data support to both branch and administrative personnel on deposit accounts such as savings, checking certificates of deposit and retirement accounts. Incumbent will demonstrate a broad knowledge of processes, procedures, policies, products, and services related to deposit operations.

Operations Specialist I is an entry level position within the deposit support job family. Incumbents at this level will demonstrate knowledge and understanding of a wide array new account and deposit products including the ability to generate and evaluate complex reports, perform complex administration duties related to IRA accounts, branch certifications, and core system user administration. Operations Specialist will maintain documentation for technical manuals and demonstrate sound organizational skills.

IRA Administration: Performs duties to ensure that IRA accounts are set up accurately and maintained per IRS and association guidelines.

• Administer all retirement accounts including establishment and review of new plans, distributions, customer contributions, reporting (corrected 1099R and 5498), and maintenance.
• Review IRA reports and ensure adherence to all regulatory requirements.
• Assist branches with proper preparation of various retirement forms and IRA Procedures.
• Answer questions from customers and branch staff as needed.
• Will provide IRA training to the branches as assigned.
• Review and reporting of regulatory documentation.

Deposit Administrative Support: Performs a variety of tasks related to maintenance and administration of systems that support deposit operations and the branches.

• Answer branch & customer operational questions including teller transaction & new account questions.
• Review Director System exception reports on a daily basis.
• Order branch cash on a weekly basis.
• Perform & review branch certifications including but not limited to CIP, Reg E, Reg. CC certifications.
• Responsible for Dormant account management and escheatment

• Responsible for transfer management setup or changes
• Responsible for safe deposit box management, E/EE Bond redemption verification, IOLTA, CDARs management, B-Notices, W-8 non-resident alien monitoring, and deposit rate maintenance
• Responsible for Cleartouch & Passport Administration and opening and following C3 core system cases.
• Responsible for maintaining records on sales and service programs.
• Will conduct deposit product pricing surveys.
• Will provide new account training as assigned.
• Will back up the Administrative Assistant & New Account roles as requested. May perform account maintenance & remote document indexing tasks as needed.

Communication: Establishes and maintains effective rapport within the department as well as with other internal/external customers, vendors, management, etc., to ensure quality services and products.

• Maintain deposit operations procedure manual including written instructions for all assigned tasks and ensures that other personnel are cross trained on key duties.
• Assist in the preparation of customer correspondence as requested.
• Keeps manager informed activities, concerns, etc. Solicits help and input as necessary.
• Negotiates and resolves conflicts regarding work assignments; communicates problems, suggestions, etc., to manager when needed.
• Participates in volunteer activities that enhance the efforts and goals of the Association.
• Contribute to team work by taking the initiative to assist co-workers, actively participating in staff meetings and on internal Association committees, suggesting productivity improvements, complying with attendance and other human resource policies, and being pro-active in problem resolution.

Compliance: Act in accordance with the highest standards of personal and professional integrity in all aspects of your activities, comply with applicable laws, rules and regulations.

• Adhere to First Federal's BSA/AML policies, procedures and processes.
• Complete required compliance training, including BSA/AML training programs and be able to pass tests to demonstrate your knowledge of these regulations.
• Immediately report suspicious activity to the BSA Officer; be aware that noncompliance could mean demotion, reassignment or termination of employment or significant civil and criminal penalties.
• Assist in audit and regulatory examination preparation.

Minimum Job Requirements:

• A. A. degree in Business Administration preferred or High School Diploma and a minimum of 1-2 years of progressively more complex operations or new accounts experience required.
• Ability to operate various office equipment including personal computer, printers, Fax machine, 10-key adding machine, multi-line telephone, laminator, copy machine, etc.
• Advanced level understanding of Microsoft Word and Excel required. Proficient in the use of Outlook and company core deposit systems.
• Advanced level understanding of core system reporting software and the ability to create complex reports.
• Demonstrated effective time management and organizational skills.
• Effective interpersonal skills to relate to a variety of managers, executives, directors, customers, and employees; public relations skills; tact, diplomacy, and patience.
• Ability to manage highly confidential information.
• Ability to use good judgment and make appropriate decisions.
• Ability to work on several projects simultaneously and with a variety of employees, managers, executives, etc. Ability to work under pressure with constant interruptions.
• Ability to meet bonding requirements for employment purposes.