Operations Support Specialist

Usf Fed Cred Union• Temple Terrace, FL, US, FL

5h•Onsite

About The Position

The Operations Support Specialist supports the Credit Union's records management, mail services, tenant relations, and facility operations functions. This position is responsible for maintaining organized records systems, processing incoming and outgoing mail, coordinating member mailing projects, supporting tenants and building operations, and providing general administrative and operational assistance. The role requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities while handling confidential information, and is full-time in office.

Requirements

High school diploma or equivalent required.
Proficient in Microsoft Office Suite products, email systems, document management systems, and standard office technology.
Strong organizational, time management, and multitasking skills with the ability to manage competing priorities effectively.
Excellent verbal and written communication skills with a strong customer service focus.
Ability to establish and maintain positive working relationships with employees, members, tenants, vendors, and service providers.
Strong attention to detail and accuracy when handling records, mailings, data entry, and confidential information.
Ability to maintain confidentiality and exercise discretion when handling sensitive member, employee, and organizational information.
Ability to work independently with minimal supervision while contributing effectively as part of a team.
Ability to learn and utilize records management, work order tracking, mail processing, and other operational systems.
Strong problem-solving skills with the ability to identify issues, recommend solutions, and follow through to resolution.
Ability to perform physical activities associated with handling records boxes, mail trays, packages, office supplies, and other workplace materials.
Must demonstrate a functional knowledge of the Bank Secrecy Act in addition to other Federal laws, including but not limited to U.S. Patriot Act, Office of Foreign Assets & Control, Anti-Money Laundering, Right to Financial Privacy Act, and the Bank Bribery Act.

Nice To Haves

Associate degree in Business Administration, Office Management, Records Management, or a related field preferred.
Two or more years of experience in records management, mail services, office administration, facilities support, tenant services, or a related operational support role preferred.
Experience working in a professional office environment with responsibility for handling confidential information and records preferred.
Experience coordinating mailings, document processing, records retention activities, or customer service functions preferred.
Experience supporting multiple departments, tenants, vendors, or service providers in a fast-paced environment preferred.

Responsibilities

Assists with the organization, filing, retrieval, storage, retention, and destruction of Credit Union records in accordance with established policies and regulatory requirements.
Scans, indexes, files, and retrieves physical and electronic documents.
Coordinates the movement of records to and from storage locations and responds to departmental records requests.
Maintains secure, organized records storage areas and protects confidential member, employee, and organizational information.
Receives and appropriately routes legal documents, service of process, and other sensitive correspondence in accordance with established procedures.
Assist with answering the doorbell promptly, greet USF CU visitors in a friendly and professional manner, and escort them to the appropriate location or staff member.
Receives, sorts, and distributes incoming mail, packages, deliveries, and interoffice correspondence.
Processes outgoing mail, shipping requests, courier services, overnight deliveries, certified mail, and returned mail.
Coordinates printing, assembly, and distribution of member and departmental communications.
Prepares member mailings by printing, folding, stuffing envelopes, sorting, and coordinating delivery through USPS, courier, or other approved mailing services.
Maintains mailroom equipment, postage, supplies, shipping records, and departmental mailboxes.
Researches and resolves routine mail, shipping, and delivery inquiries.
Serves as a primary point of contact for tenant questions, requests, and routine service needs.
Receives, tracks, and follows up on tenant requests to help ensure timely resolution.
Coordinates routine service requests, vendor access, building communications, and facility-related activities.
Assists with tenant move-ins, move-outs, deliveries, access requests, and other building operations.
Maintains tenant contact information, request logs, and related building administration records.
Supports visitor access, reception coverage, and building security procedures as needed.
Maintains operational logs, records, documentation, and departmental procedures.
Monitors and replenishes records, mailroom, and office supplies as necessary.
Provides general operational and administrative support to the Operations department and other Credit Union departments as needed.
Identifies opportunities to improve operational processes, service delivery, and department efficiency.
Performs additional duties and special projects as assigned.