Supervisor - Deposit Account Servicing and Records

TITLE: SUPERVISOR - DEPOSIT ACCOUNT SERVICING AND RECORDS
STATUS: EXEMPT
REPORT TO: SENIOR MANAGER - OPERATIONS - DEPOSIT SERVICING
DEPARTMENT: DEPOSIT ACCOUNT SERVICING
JOB CODE: 11232

PAY RANGE: $92,300.00 - $93,000.00 ANNUALLY

GENERAL DESCRIPTION:

The Deposit Account Services Supervisor should have an advanced understanding of financial regulations for all accounts and processes that will enhance the decision-making process. This role will be responsible for leading innovative initiatives, analyzing, and monitoring risk. Support and lead team in account processing, overseeing, and managing all aspects of Deposit Account Services, Records and Fulfillment teams handling with integrity, respect, and efficiency. This role requires advanced knowledge of trust accounts, levies, subpoenas, and state laws that govern credit unions. You will lead a team of professionals involved in various stages of the account processing, ensuring compliance with legal regulations, company policies, and ethical standards. Assist the Department Manager with all aspects of department functions and performance. There are four objectives as a leader at Golden 1 Credit Union:

• Elevate to a High-Performing Team – Manage, develop, coach talent
• Own the Risk – Own the risk of the processes within role mandate
• Execute Flawless and Efficient Processes –  Be the owner of the processes including all requirements, systems, execution outcomes, member experience, metrics, reporting and communication
• Cultivate Peer Relationships

TASKS, DUTIES, FUNCTIONS:

1. Legacy Planning: Documenting and passing on institutional knowledge to ensure continuity in leadership. Collaborate with successors to ease the transition and provide ongoing support. Develop new processes and enhance existing policy/procedures to ensure both service excellence and scalability. Establish processes that effectively monitor service provided and implement improvement protocols, as necessary.
2. Records and Fulfillment: Lead the teams to meet service level agreements and ensure accuracy and attention to detail are followed. Protect Golden 1 from liability by ensuring processes are following the established procedures and guidelines as well as any bank secrecy and anti-money laundering laws appropriate to the positions.
3. Deposit Account Servicing: Performs annual W-8 and W-9 certifications, B-Notice Processing for compliance with IRS regulations. Reviews end-of-year tax notices, such as 1099 and 1042s. Serve as liaison between Internal teams and Fiserv, for Deposit related tax forms.
4. Digital: A digital leader who is collaborative, and adaptable. Drive digital transformation within the organization by embracing innovation, taking risks, and empowering their team to drive positive change.
5. Leadership and Strategic Planning: Provide visionary leadership and strategic guidance to the team, drawing from experience and knowledge. Develop and communicate a sharp vision, mission, and objectives for the team to ensure alignment with organizational goals. Provide insights and recommendations based on a comprehensive understanding of financial dynamics.
6. Communication: Leverage various communication mediums to share insights, updates, and strategic direction. Foster transparency in financial reporting and decision-making processes. Foster a positive, inclusive, and engaging work environment by promoting skill development, coaching for improvement and growth, inspiring others through words and actions and encouraging positive employee morale by living out our Mission, Vision, and Core Values.
7. Regulatory Compliance: Identify and assess financial risks, implementing measures to mitigate potential challenges. Ensure compliance with financial regulations and reporting requirements.
8. Administration: Administer, process, and maintain staff payroll, scheduling, personnel reports, disciplinary actions, performance appraisals, management analysis and summary reports. Promptly review, approve, and remit vendor billing statements for prompt payment.
9. Account Management: Oversee the management of accounts, ensuring accuracy and compliance with financial regulations. Develop and implement account management strategies to optimize financial outcomes. Applying fraud detection, and reporting techniques, as necessary. Responsible for Retention Schedule program oversite.
10. Team Management: Foster collaboration both within the team and across different departments or teams within the organization. Collaborate with cross-functional teams to align financial strategies with broader organizational goals. Provide financial expertise to support decision-making across departments. Foster mentorship and guidance to team members, nurturing their professional growth and development. Identify opportunities for training and skill enhancement to ensure the team remains at the forefront of industry trends. Provide additional support throughout the department and perform other tasks and duties as assigned.
11. Risk Management: Develop and maintain an understanding of the pertinent regulatory requirements and risks inherent to job responsibilities, establish, and maintain control activities that mitigate those risks consistent with the Credit Union’s risk appetite, and ensure operational integrity and compliance with applicable regulations.

PHYSICAL SKILLS, ABILITIES, AND EXERTION UTILIZED IN THE PERFORMANCE OF THESE TASK:

1. Proficient in using relevant computer applications and software.
2. Ability to analyze situations, identify issues, and implement effective solutions.
3. Familiarity with industry trends and an initiative-taking approach to process improvement.
4. Effective oral and written communication skills required to interact with credit union staff and management and to achieve positive outcomes.

ORGANIZATIONAL CONTACTS & RELATIONSHIPS:

1. INTERNAL: Ability to collaborate and work effectively with cross- functional teams and internal stakeholders, such as Sr. Managers, VP’s, Compliance and legal.
2. EXTERNAL: Interact with outside council, Public Administrator, account holder of interest as well as third-party agencies when obtaining information relevant to subpoenas and levies.

QUALIFICATIONS:

1. EDUCATION: Minimum of a high school diploma or equivalent. A bachelor's degree in finance, accounting, business administration or 5 years in a related field is preferable.
2. EXPERIENCE: 5 Year experience in senior financial roles, with a proven track record of success.

1. Advanced knowledge of legal considerations related to trust accounts, subpoenas, levies, court blocked accounts, guardianship accounts, and other relevant relationships.
2. Strong analytical and strategic thinking skills.
3. Thorough understanding of financial regulations and compliance requirements.
4. Excellent communication and interpersonal skills.
5. Ability to provide financial leadership even in unconventional circumstances.

3. KNOWLEDGE / SKILLS: 5-year extensive experience in team management and leadership roles. Successful track record of navigating through complex challenges, inspire high performance, and drive sustainable success.
   1. Advanced knowledge in trust account, subpoena and levy regulations governing at the federal, state, and local levels.
   2. Well versed in interpreting trust and court documents to ensure accurate and compliant handling, demonstrating strong legal comprehension.
   3. Intermediate knowledge in regulatory tax reporting, Non-Resident Alien accounts, and FATCA compliance.
   4. Advanced problem-solving skills and timely responses.
   5. Possess an advanced ability to navigate and resolve conflicts with discretion and professionalism, particularly in challenging situations.
   6. Advance in using systems, databases, and other relevant technologies.
   7. Independent self- motivated worker who takes initiative without need of supervision.
   8. Highly flexible and adaptable to sudden changes in the work environment.
   9. Analyze situations and make critical informed decisions that support our strategic objectives.

PHYSICAL REQUIREMENTS:

1. Prolonged sitting throughout the workday with occasional mobility required. 
2. Corrected vision within the normal range. 
3. Hearing within normal range. A device to enhance hearing will be provided if needed. 
4. Occasional movements throughout the department daily to interact with staff, accomplish tasks, etc. 
5. Extensive PC data entry and processing throughout the workday. 

LICENSES / CERTIFICATIONS:

None

THIS JOB DESCRIPTION IN NO WAY STATES OR IMPLIES THAT THESE ARE THE ONLY DUTIES TO BE PERFORMED BY THIS EMPLOYEE. HE OR SHE WILL BE REQUIRED TO FOLLOW OTHER INSTRUCTIONS AND TO PERFORM OTHER DUTIES REQUESTED BY HIS OR HER SUPERVISOR THAT ARE WITHIN HIS / HER KNOWLEDGE, SKILL AND ABILITY AS WELL AS HIS / HER MENTAL AND PHYSICAL ABILITIES.

REV. 02/07/2025