Operations Support Specialist

2 months ago

Rutland, United States Heritage Family Credit Union Full time
Job DescriptionJob Description

Heritage Family Credit Union

POSITION DESCRIPTION

Position Title: Operations Support Specialist

Department: Support Services

Reports To: Vice President, Deposit Operations

FLSA Status: Non-Exempt

EEO Code: Administrative Support Worker

Grade: 5

Job Summary:

The Operations Support Specialist is responsible for efficiently managing all incoming and outgoing mail within the organization. This role involves sorting, processing payments and deposits, managing address updates, ensuring accurate handling of sensitive documents and reviewing a range of reports and implement the required actions.

Key Responsibilities:

  • Sort and distribute incoming mail; process payments and deposits received via mail. Coordinate shipping via Ups for departments & support interoffice mail distribution.
  • Review undeliverable mail reports from vendor and update member accounts with bad address warnings.
  • Conduct monthly reviews and take appropriate actions for reports such as accounts under $25, Manual Low Balance, and TSC Past Maturity.
  • Ordering supplies necessary for daily operations.
  • Develop and implement a plan for efficient interoffice mail delivery.
  • Review address change reports in Symitar and verify appropriate notes are added to accounts.
  • Monitor CD maturity reports and take necessary actions as per organizational policies.
  • Review dormant accounts and initiate necessary actions.
  • Prepare mail for stuffing into envelopes, including courtesy pay notifications, safe deposit fee letters, and CD maturity notices.
  • Inspect outgoing mail for correctness, appearance, and ensure proper postage is applied.
  • Maintain records of registered mail and ensure secure handling.
  • Responsible for maintaining reliable and predictable attendance.

JOB COMPETENCIES/REQUIREMENTS:

  • Strong team player who collaborates effectively with colleagues and supports team goals.
  • Highly organized individual with meticulous attention to detail.
  • Demonstrates a sense of urgency in handling tasks and meeting deadlines.
  • Ensure all information and documents are handled confidentially and securely. Maintain awareness of surroundings when working with sensitive employee or member documents, and exercise caution during discussions or information gathering, whether in person or over the phone, to protect personal and confidential information
  • Great communication, and business writing skills that exhibit professionalism and the ability to deal effectively with internal and external contacts is a must.
  • The ability to be multi-tasked to coordinate and prioritize the workday efficiently. Comfortable working under pressure, self-motivated and able to work in a team environment.
  • Ability to understand and monitor compliance functions and responsibilities assigned within a Support/Operations Department and within a credit union, and the ability to stay current in the changing environment of compliance.
  • Ability to work cooperatively with others to identify, recommend and implement opportunities for increased efficiency.

EDUCATION/KNOWLEDGE AND EXPERIENCE:

  • High school diploma or equivalent. Additional education or certification in mail handling or office administration is a plus.
  • This position requires a highly organized and detail-oriented self-starter with good writing and verbal communication skills and the ability to prepare written documents. Excellent phone skills/etiquette, and the ability to communicate clearly and effectively over the phone and in writing is required.
  • Excellent and progressive computer/technical knowledge with the ability to use and explore a variety of information systems. A high level of experience with Microsoft Office Products required.

WORKING CONDITIONS/ENVIRONMENT:

Stand, walk, or sit for extended periods. Daily tasks include extensive use of a computer performing standard keyboard functions, requiring repeated motion, as well as use of the phone. Ability to lift/carry bulk mail and packages up to 50 pounds. Equipment is available and recommended for use of transporting large quantities of mail/packages and supplies to and from various locations.

This Job Description is not a complete statement of all duties and responsibilities comprising this position. Heritage Family Credit Union reserves the right to revise or change the essential functions and employment standards as the need arises. This description does not constitute a written or implied contract of employment.

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