Office Services Specialist

Founders Federal Credit Union

2d • Onsite

About The Position

Founders Federal Credit Union helps our members attain their financial goals. Our innovative services, convenient locations, and friendly employees are dedicated to our members and their financial future. Founders Federal Credit Union is strongly committed to providing the highest level of quality service to our members. We realize our outstanding, dedicated employees make it all happen. The ideal candidate will be dependable, courteous, professional, and have a positive attitude. Individual must have reliable transportation with the ability to work on-site. Initial training as well as supplemental training will be completed at a training center in Lancaster, SC or Rock Hill, SC.

Requirements

• This individual must have a high school education, and possess strong working knowledge of Microsoft Outlook, Word, and Excel.
• In order to assist the Office Services Team Leader, Security/Office Services Manager, and AVP-Security/Office Services, this individual must develop a working knowledge of the PAAG System and a general knowledge of credit union operations.
• It is important that this person possesses good written & oral communication skills needed to deal with the management, branches, vendors, and public.
• Job may require work after normal working hours and/or weekends.

Responsibilities

• Assist Office Services Team Leader with maintaining and ordering competitively priced supplies/ small office equipment from outside vendors for all areas and meet with vendors on a regular basis.
• Assist Office Services Team Leader with maintaining inventory system-entering orders, verifying prices, daily branch orders and cross check for accuracy.
• Maintain inventory software on a daily basis and keep adequate supplies of company forms/supplies in stock and weekly allocations of expenses to branches and departments. Overall, the goal is to keep branches functioning.
• Assist Office Services Team Leader with day-to-day supervision of courier routes, special courier runs, etc.
• Assist Office Services Team Leader and AVP-Security/Office Services with all daily responsibilities.
• Responsible for daily processing/ receiving all incoming and outgoing mail, including returned mail, and UPS/Federal Express packaging. Involves opening payments received via mail including check and cash payments.
• Responsible for monthly balancing of postage machine with general ledger.
• Assist AVP-Security/Office Services with analysis of operating expenses such as utilities, machine maintenance and contracts, etc.
• Assist with service and/or machine maintenance calls/requests from all facilities by directing to service vendors. Monitor and follow up on service requests received via ServiceNow.
• Assist Office Services Team Leader with reporting facilities maintenance requests received via ServiceNow from all FFCU branches to the Credit Union’s facilities maintenance vendor.
• Responsible for managing procedures for handling member sensitive information and notifying AVP – Security/Office Services prior to destruction of branch capture checks and DataCard foil. Monitor and follow up on pick up requests received via ServiceNow.
• Assist with maintaining inventory on all office machines (copiers, coin counters, Diebold equipment, service contracts, etc.) and annual review.
• Assist with addressing and resolving janitorial issues at branches.
• Scan and upload into Ncontracts Vendor Due Diligence documents, Risk Analysis documents, and Certificates of Insurance for Office Services vendors. Request updated Certificates of Insurance as needed.
• Assist with courier runs and special runs as required.
• Serve as backup to the Office Services Team Leader to supervise Office Services staff.
• Code and approve invoices within a $2,000 approval limit. Prepare invoices above approval limit for approval by Offices Services Team Leader or AVP Security/Office Services.
• Responsible for sending the proper paperwork for employees’ notary applications and any changes in status of existing notary licenses. Also orders notary stamps and seals.
• Responsible for completing semi-annual door key verification.
• Comply with Founders’ policies and procedures, as well applicable laws, regulations, and statutes issued by federal agencies such as NCUA and FFIEC, including, but not limited to, GLB and BSA. Employees have legal and regulatory obligations to respect and protect the privacy of information and its integrity and confidentiality.
• Provide clerical assistance and perform other duties as assigned.

Benefits

• Paid Holidays
• Paid Time Off
• Family-oriented culture that values work/life balance
• Retirement Plan (401k with employer contributions + Pension Plan fully funded by FFCU)
• Comprehensive Health and Dental Insurance, available on first day of employment
• Life and Accidental Death & Dismemberment Insurance (at no cost to employee)
• Voluntary Supplemental Life Insurance coverage for employee, spouse, and children
• Health Care and Dependent Care Flexible spending accounts
• Long Term Care Plan
• Short Term and Long-Term Disability Insurance
• Tuition reimbursement to assist with furthering education
• Certifications - Assistance with achieving and maintaining
• Fit Founders Wellness Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees