Deposit Account Servicing Administrator

TITLE: DEPOSIT ACCOUNT SERVICING ADMINISTRATOR
STATUS: EXEMPT
REPORT TO: SR MGR – DEPOSIT ACCOUNT SERVICING
DEPARTMENT: DEPOSIT ACCOUNT SERVICING
JOB CODE: 11881

PAY RANGE: $69,400.00 - $75,000.00 ANNUALLY

GENERAL DESCRIPTION:

This position supports the daily operations of the Deposit Account Servicing team by developing and supporting processes to run the business and grow the organization. This individual will identify and implement program efficiencies, collaborate with key stakeholders to improve member experience, and support enterprise and department-level projects as a subject matter expert. Additionally, they will coordinate system testing, manage system outages, and contribute to cross-functional initiatives. This position helps govern internal and external communications, leads internal initiatives, and facilitates enhancements driven by audits, regulatory bodies, or other stakeholders. The ability to seamlessly collaborate, communicate effectively, and manage your time will be crucial in enhancing project workflows, coordinating independently while ensuring all stakeholders are informed and aligned.

TASKS, DUTIES, FUNCTIONS:

1. Act as a liaison with internal and external stakeholders, including internal business partners, IT, and Vendors to identify upcoming changes, assess potential impacts, define scope requirements, develop operational plans, and successfully implement enhancements. Serve as the designated project SME for enterprise and department-level projects.
2. Manage and review system access to owned business platforms and conduct role reviews as part of periodic system audits. Support ongoing review, enhancement, and implementation of controls.
3. Prepare the business unit for projects by creating detailed requirements, testing scenarios, and validating results. Perform User Acceptance Testing.
4. Provides extremely high-level subject matter expertise, advanced technical knowledge and analysis of specialized applications and operational environments that require exceptional knowledge of the subject matter for effective implementation.
5. Participate in and support service pack upgrades, new feature testing, disaster recovery testing, and production impact triage and resolution.
6. Communicate concisely to convey relevant project information to various stakeholders, varying the approach given by the audience, and ensuring technical concepts are explained in an easy-to-understand manner.
7. Draft member communications, manage new notices, and oversee communication inventories. Coordinate remediation efforts, including both internal and external communications.
8. Review, identify, and implement process efficiencies by leveraging automation and robotics best practices to support future growth.
9. Maintain comprehensive project documentation, including test scripts, project outcomes, and employee reference guides, ensuring all details are accurately recorded for future use and training.
10. Propose and implement innovative solutions to streamline processes, increase efficiency, and enhance overall deposit account servicing experience. Develop innovative and user-friendly workflows that streamline business practices and enhance member experiences.
11. Support and coordinate periodic and ad hoc reporting requests.
12. Ensure adherence to relevant state and federal laws and regulations for credit unions and strengthen internal controls to maintain effective data management.
13. Oversee process documentation, ensuring project details, program changes, and content on changes are available. Document, assess, and prioritize program opportunities and draft requirements for project and new implementation.
14. Develop department procedures and documentation, serve as the department’s training contact, and facilitate role-specific training.
15. Provide additional support throughout the department and perform other tasks and duties as needed.

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

1. Effective oral and written communication skills required to assist staff, members, and third parties.
2. Must possess sufficient manual dexterity to skillfully operate laptop, and other standard office equipment, such as financial calculators, cellphone, and telephone.  

ORGANIZATIONAL CONTACTS & RELATIONSHIPS:

1. INTERNAL: All levels of staff.
2. EXTERNAL: Members, Vendors, and 3^rd Parties.

QUALIFICATIONS:

1. EDUCATION: Bachelor’s degree, ideally in business, finance, accounting, or another related program. Equivalent work experience with required knowledge/skills may be substituted for a degree.
2. EXPERIENCE:
   • 4+ years of experience in financial institution operations with a focus in Deposit Account Servicing.
   • In-depth knowledge of deposit products, all specialty account types, regulations, and industry best practices.
   • Knowledge of advanced deposit and maintenance servicing, legal document processing, quality control and compliance monitoring experience.
   • Experience in process improvement initiatives and implementing automation/robotics to drive operational efficiencies.
   • Hands on experience with system testing, upgrades, disaster recovery planning, and outage management in a financial operations environment.
3. KNOWLEDGE/SKILLS:  
   • Extensive knowledge of California regulations pertaining to Privacy Act, escheatment/dormant accounts, legal order processing, tax filing and reporting, back-up withholding and W-8 BEN requirements and/or b-notice processes, required.
   • Knowledge of SBO processes, Safe Deposit Box, and records management. 
   • Excellent oral, written, and interpersonal communication skills.
   • Excellent organizational skills. 
   • Strong attention to detail and accuracy.
   • Proficient computer skills and software experience.

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.

LICENSES/CERTIFICATIONS: 

None

#LI-Hybrid

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. 5/12/2025