Deposits Systems Administrator

F&M Bank•Archbold, OH

About The Position

POSITION SUMMARY: The Deposits Systems Administrator is responsible for the configuration, administration, testing, and continuous improvement of the Bank’s digital workflow platform. This role ensures workflows, forms, and automations perform efficiently, comply with regulations, and align with the Bank’s strategic objectives. The Administrator partners with departments and vendors to enhance process design, drive adoption, and improve the end-user experience through data analysis, error reduction, and operational feedback. This position shares responsibilities with the Deposit Services Systems Administration team while serving as the subject matter expert for workflow automation, digital process transformation, and performance analytics across the organization. OBJECTIVES OF THIS ROLE: Ensure the workflow platform and related systems function reliably, securely, and in compliance with internal and external requirements. Act as the subject matter expert for Mantl, Premier Core, BPM, and related systems, while providing cross-coverage within Shared Services. Support enterprise and department-level projects by planning, coordinating, and executing deposit system initiatives in alignment with Bank objectives. Lead the planning, development, testing, and rollout of new workflows and forms to improve efficiency, compliance, and user experience. Drive system performance by monitoring usage trends, identifying recurring errors, and implementing proactive solutions to reduce operational risk. Collaborate with end users and leadership to ensure feedback drives continuous improvement and measurable adoption growth. Provide project oversight, documentation, and reporting to ensure workflow initiatives are delivered on time, within scope, and aligned with organizational KPIs.

Requirements

Bachelor’s degree in business, information systems, or equivalent experience.
3–5 years of experience in system administration, workflow management, or business process automation.
Strong understanding of banking operations, compliance requirements, and data governance principles.
Proven ability to manage projects, lead testing cycles, and coordinate with cross-functional stakeholders.
Skilled in data analysis, reporting, and using metrics to identify improvement opportunities.
Excellent communication, organizational, and problem-solving skills with a focus on proactive improvement.
Valid Driver’s License
As generally applicable to F&M Bank and commensurate with these job functions, this job role includes accountabilities for following Bank policies and related procedures, as well as regulatory requirements involving federal and state laws, regulations, and related guidance.
Compliance with Bank Secrecy Act (BSA), including accurate completion of Currency Transaction Reports (CTR) when applicable, Anti-Money Laundering Act (AML), Office of Foreign Asset Control (OFAC) and the USA PATRIOT Act. Adhere to Customer Identification, Customer Due Diligence and reporting of suspicious activities to the BSA Department.

Responsibilities

Serve as the primary administrator for the digital workflow platform, managing configurations, security, permissions, and system settings.
Design, test, and deploy new workflows, routing logic, and digital forms based on business requirements.
Continuously review existing workflows to eliminate redundancy, improve processing speed, and reduce manual errors.
Maintain a comprehensive inventory of workflows, version control, and technical documentation.
Lead change management activities, including requirement gathering, risk assessment, and impact analysis.
Develop and execute detailed test plans and user acceptance testing (UAT) to validate new builds, updates, and integrations.
Track and analyze post-release performance and perform back testing to confirm stability and identify corrective actions when issues occur.
Ensure all changes follow documented procedures and maintain full traceability for compliance and audit purposes.
Act as project lead or subject matter expert (SME) for workflow development, enhancement, and optimization initiatives.
Develop project charters, timelines, deliverables, and communication plans for workflow-related projects.
Coordinate with cross-functional teams to gather requirements, align priorities, and manage milestones.
Report project progress, risks, and outcomes to leadership, ensuring timely resolution of issues and alignment with strategic goals.
Support the broader Shared Services and Operations teams with enterprise-level digital transformation initiatives.
Monitor system utilization, adoption metrics, and completion rates to assess performance and identify improvement opportunities.
Analyze recurring errors, bottlenecks, or rework drivers and implement targeted solutions to improve efficiency and data accuracy.
Develop and maintain dashboards and performance reports that measure workflow quality, compliance, and turnaround time.
Use trend data and analytics to proactively drive decisions that enhance end-user satisfaction and reduce operational risk.
Partner with departments to translate manual or paper-based processes into streamlined digital workflows.
Work closely with the Training Department to develop user guides, quick references, and training materials.
Conduct periodic feedback sessions with users to identify pain points, enhancement opportunities, and adoption barriers.
Promote best practices and consistency in workflow design, supporting change adoption across the organization.
Serve as the primary contact for the workflow platform vendor, managing escalations, performance reviews, and enhancement requests.
Participate in vendor testing cycles, release planning, and evaluation of new system features.
Coordinate integration efforts with other enterprise systems, ensuring secure and efficient data exchange.
Partner with IT, Data Governance, and Compliance to ensure systems align with security and regulatory requirements.