Supervisor - Item Processing Ops

TITLE: SUP - ITEM PROCESSING OPS
STATUS: EXEMPT
REPORTS TO: MGR - ITEM PROCESSING AND CHECKING OPERATIONS
DEPARTMENT: ITEM PROCESSING
JOB CODE: 5001

PAY RANGE: $74,100.00 - $85,000.00 ANNUALLY

GENERAL DESCRIPTION:

As the leader of the Item Processing Operations team at Golden 1 Credit Union, you will play a vital role in guiding and supporting the staff to achieve the credit union's strategic goals. Collaborate with the department Manager to oversee all aspects of department functions and performance. Evaluate and enhance item processing processes with a focus on risk management, compliance, and adherence to standards. Additionally, you will be responsible for partnering with vendors, addressing vendor-related issues, aiding help with production when needed, and conducting daily, monthly, and annual reports completed on time. Ownership of GLs and reconciliation, coaching and developing team members, and offering project assistance are integral aspects of this role.

TASKS, DUTIES, FUNCTIONS:

• Foster a positive and engaging work environment for each team member by promoting skill development, coaching for improvement and growth, inspiring others through your words and actions, ensuring positive employee morale throughout Golden 1, and embracing our mission, vision, and core values.
• Assist the department Manager in overseeing all aspects of department functions and performance, contributing to the overall success of the credit union.
• Step in to assist the team in production to ensure SLAs are met.
• Perform supervisory functions to ensure quality service, products, security, and staff needs.
• Implement and ensure departmental compliance with established security for protecting member records and confidentiality.
• Perform monthly internal audit on staff transactions and audit the daily Data Change Report as needed.
• Provide monthly audit and report general ledger variance to manager before month end as needed. Maintain current knowledge on credit union policies and practices and communicate them effectively to staff. Provide monthly updates.
• Research, analyze, identify alternatives, and recommend improvements for operational efficiency. Support Item Processing Administrator with updating and maintaining department procedures.
• Maintain excellent rapport and strengthen relationships with members, branches, internal departments, management, and business partners.
• Collaborate with vendors to ensure effective partnerships and address any vendor-related issues promptly.
• Monitor and manage vendor relationships to optimize performance and efficiency.
• Aid the team to ensure efficient production processes, stepping in as needed to support production requirements.
• Conduct daily, monthly, and annual reports, ensuring timely completion.
• Take ownership of General Ledgers (GLs) and reconciliation processes.
• Collaborate on the annual budget process as required. Scrutinize the analysis of monthly budget variances and deliver comprehensive explanations for all variances exceeding or falling below accepted limits.
• Efficiently examine, authorize, and process vendor billing statements for timely payment.
• Support regulatory examinations, annual independent audits, and internal audits as designated.
• Lead the Item Processing staff.
• Coach, train, counsel monitor and provide positive feedback/evaluations to team members, maintain an effective work environment and promote teamwork and communication among team members.
• Maintain staff timesheets, personnel reports and management analysis summary reports.
• Oversee departmental job functions for compliance, timeliness, and accuracy.
• Ensure applications utilized are maintained and in working order.
• Maintain thorough understanding of state and federal laws and regulations related to credit union compliance including bank secrecy and anti-money laundering laws appropriate to the position/department.
• Maintain an in depth knowledge of Golden 1 operational policies and procedures.
• Ensure end of day process and file transmissions are completed timely.
• Validate and implement new system releases to the Datasafe System, ATM, and Mobile applications as needed.
• Ensure member hold documentation are secured and ensure the scanning of documents into the optical system.
• Maintain disclosures in relation to Item Processing are the most current version and within regulation.
• Adopt a culture of continuous learning and improvement within the team.
• Offer support in project-related activities, contributing to the successful execution of departmental initiatives.
• Stay informed about item processing servicing standards, risk philosophy, cultural aspects, and prevailing market conditions.
• Utilize this knowledge to make informed decisions and guide the team effectively.
• Demonstrate strong leadership qualities, sound judgement, and critical thinking abilities in managing day-to-day operations and strategic initiatives.

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

1. Effective oral and written communication skills required to train and evaluate staff, interact with branch staff and members regarding issues or concerns and other internal department staff as necessary.
2. Strong knowledge in Check Acceptance, Funds Availability and Fraud detection.
3. Critical thinking skills needed to identify possible fraudulent activity and member escalations or inquires.
4. Must possess sufficient manual dexterity to skillfully operate an on-line computer terminal and other standard office equipment, such as financial calculators, personal computer, facsimile machine, and telephone.

ORGANIZATIONAL CONTACTS & RELATIONSHIPS:

1. INTERNAL: Branches, Contact Center, other departments
2. EXTERNAL: Members, other financial institutions, correspondent bank, and vendors

QUALIFICATIONS:

1. EDUCATION: Successful completion of High School curriculum or GED required. Two years or more Associates of Arts degree in finance or equivalent work experience preferred.
2. EXPERIENCE:  

• 5+ years’ experience in item processing, cash management, operations, or related financial roles.
• 4+ years of hands-on experience in customer service roles, showcasing a consistent commitment to delivering exceptional support.
• 2+ years’ pervious leadership experience

3. KNOWLEDGE / SKILLS:

1. • Proven experience as an Item Processing Specialist or in a similar role.
   • Advanced knowledge of financial transactions and compliance requirements.
   • Strong understanding of risk management, compliance, and industry standards.
   • Excellent leadership, communication, and collaboration skills.
   • Strong collaboration skills to contribute to strategic initiatives.
   • Excellent communication skills, both written and verbal.
   • Familiarity with fraud prevention technologies and best practices.
   • Proficient computer skills and software experience.
   • Ability to make strategic decisions based on critical thinking and industry knowledge.

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:

 #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. 8/9/2024