Support Services Administrator

Essential Job Functions and Responsibilities:

Vendor Management:   

• Input of assigned new contracts in the vendor management system.
• Monitor renewal/termination of contract based on dates and/or length of contract.
• Determine the criticality of contract and risk rating to determine extent of assessment level.
• Assign Business Units, Users and their roles
• Set up initial assessment and monitor completion by the business unit or user.
• File digital copies of completed contracts and electronically link to vendor management system and maintain a redundant physical file.
• Follow-up with users to provide assistance as needed and escalate any unresolved issues to management.

Administrative Functions:

• Retains confidentiality of all sensitive information.
• Maintains an inventory of various supplies used in the Credit Union. This may require establishing stock levels and re-order levels to ensure that sufficient supplies are on hand for the efficient operation of the Credit Union.
• Receives and distributes various supplies to appropriate departments.
• Controls inventory cost and makes recommendations as needed.
• Runs errands for different departments as requested.

Mail Functions:

• Receives sorts and distributes mails to the proper individual, department or branch.
• Coordinates the preparation of outgoing mail and parcels on a daily basis.
• Assists Support Services when needed on processing returned mails, flagging members’ accounts and maintaining a filing system for returned mail.
• Periodically destroys mail returned to the Credit Union that is not able to be forwarded.

Audits:

• Review weekly dormant accounts and notate reason for dormant flag removal.
• Review Daily Account and Card Fraud Alerts. Evaluate, acknowledge alerts and notate reason for alert.
• Review monthly bad addresses and change of addresses and notate proper documentation completed.

• Determines whether to pay or return share draft exception items.
• Determines which accounts need to be sent warning letters and force-closes accounts as needed.
• Handles member inquiries and complaints regarding Share Draft program.
• Counsels members about share draft account maintenance.
• Conducts research for members’ financial histories.
• Handles courtesy pay files and accounts.
• Places orders for members drafts.

• Reviews the Negative Balance Shares Report and maintains accounts as needed.
• Reviews the RSA Accounts Below $50 Par Report and maintains accounts as needed.
• Reviews the Monthly Bad Address Fee Posting Report and maintains accounts as needed.
• Reviews the Members Three Years Dormant Accounts Report and maintains accounts as needed.
• Reviews the Monthly Abandoned Accounts Fee Posting Report and maintains accounts as needed.
• Reviews the Open ATM Cards with Closed Membership Report and close any ATM cards still open.
• Reviews the Open ATM Cards under $50 Par on Suffix 00 Report and temporarily blocks all ATM cards due to shares under par.
• Reviews the Open ATM Cards with Dormant Flag Report and block all ATM cards without any activity for three years or more.

Miscellaneous Functions:

• Completes the required Bank Secrecy Act (BSA) training and complies with the BSA policy and procedures.
• As a member of the staff, answers incoming phone calls, assists members as the need arises, and performs other duties as assigned.
• Assists other co-workers when needed.
• Promotes all Credit Union products personally and through staff.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the mental, physical, knowledge, education and/or experience required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Mental Requirements:

• Requires attention to detail, concentration, logical thinking, good judgment and responsiveness in a timely manner.
• Is able to understand rules, policies and regulations, concepts and implement these while ensuring regulatory compliance.
• Is able to handle projects by prioritizing projects and meet deadlines.
• Is able to work independently and creatively.
• Is able to work well with people.
• Is able to work under stressful and pressure filled situations.
• Is able to apply basic mathematical skills.

Physical Requirements:

• Is able to show up to work as scheduled.
• Is able to occasionally lift, carry, push, and pull items weighing up to 20 pounds.
• Is able to operate 10-key by touch and type 30-40 wpm accurately.
• Is able to occasionally reach or climb a ladder to reach upper shelving.
• Is able to sit for extended periods of time.
• Is able to communicate clearly in person or over the phone and/or in writing.
• Is able to move around the office on surfaces primarily of carpet.
• Is available for occasional business travel, including land and air travel.
• Is able to establish effective working relationships with management, staff and other organizations.

Other Requirements:

• May be required to use personal car to perform Credit Union business
• May be required to work at different branches
• May be required to work beyond normal business hours, including weekends
• May be required to attend seminars or classes to enhance job skills
• Must be bondable and have a clear credit rating

Education and/or Experience:

• High school graduate / GED equivalent with two (2) years of previous experience; or
• Business school graduate of an accredited community college with one (1) years of previous experience,
• Proficient with the use of computers.

Working Conditions:

• Work is primarily inside an air-conditioned, well-lighted office setting, and high humidity
• Will work alone and with others
• Moderate noise level
• Frequent public contact
• Potential exposure to the threat of violence at any time