Operations Support Specialist

Kennebec Savings Bank•Augusta, ME

About The Position

POSITION SUMMARY: This position is responsible for managing visitor activity at the Operations Center and performing a variety of administrative tasks in support of the Bank’s Third-Party Risk, Project Management Office (PMO), and Physical Security Programs. The role supports key operational initiatives by coordinating project workflows, maintaining critical records, monitoring vendor relationships, assisting with system access processes, and helping oversee physical security systems across Bank properties.

Requirements

High school diploma or equivalent.
Prior experience in an office, administrative, customer service, or operational support environment is preferred.
Familiarity with Federal and State banking regulations is desirable.
Experience in regulatory compliance management is desirable.
Computer literate, with specific experience in M365, Microsoft Word and Excel.
Experience with project management software such as MS Project.
Experience with technical documentation, flowcharts, and schedule.
Must possess a valid driver’s license, the use of a serviceable automobile that is properly registered and proper liability automobile insurance as required by state law.
Must be able to lift files and other documents of approximately 10 pounds.
Must be able to read and work with printed reports.
Must be able to spend extended periods of time working on a computer.
Must be able to communicate clearly by telephone; must have good listening ability and skills.
Must have public speaking ability.
Must have exceptional time-management and organizational skills.
Must have strong written communications skills, including letter and report-writing ability.
Must have ability to work in a fast-paced environment.
Must have strong analytical and critical thinking skills.
Must be able to prioritize and organize workflow; must have good attention to detail; must be able to handle multiple jobs.
Must have the ability to think through a problem, following proper steps in finding resolution.
Must have a high degree of ethics and maintain confidentiality of security practices and contracts.
Must be friendly, courteous and sensitive to the needs of coworkers.

Responsibilities

On Site Reception: Greet visitors to the Operations Center immediately upon arrival and ensure they are promptly and accurately directed to the appropriate Bank personnel. Utilize the Bank’s visitor management system to register and track all visitors in accordance with established security policies and procedures. Maintain a professional and efficient check-in process so that no visitor experiences unnecessary delays and take messages or gather relevant information when Bank personnel are unavailable.
Meeting & Space Coordination: Oversee the scheduling and management of room reservations to support organizational needs. Coordinates meeting and event logistics, including room setup and post-event tear down. Serves as the primary point of contact for catering services, ensuring timely and accurate fulfillment of requests. Provides technical support for meeting and event technology, including setup, troubleshooting, and coordination with IT as needed.
Project Management: Provide administrative support for operation and maintenance of the Bank’s Project Management Program and Project Management Office (PMO). Provide project management oversight, tools, and support for Bank projects. Track all new projects submitted via Bank’s project intake form; ensure forms are complete and accurate; work with key stakeholders as required to complete or correct forms. Assist project management team with the proper classification of all new projects. Acts as the primary interface for PMO activities with internal stakeholders as appropriate. Manages the project workflows and reporting. Maintain and monitor and a project management tracking list containing important project dates, milestones etc., Report all active project(s) status updates to senior leadership and all key stakeholders, including variances in project expenses versus budget / estimates. Conduct periodic reviews of the Bank’s project management processes and systems; recommend corrective action as necessary; implement as approved. Respond and/or report to internal and external inquiries on project management issues as appropriate; recommend correction action as necessary; implement as approved. Maintain all records related to Bank project management.
Physical Security Program: Provide administrative support for operation and maintenance of the Bank’s Physical Security Program, including assistance with various physical security systems across all Bank properties. Coordinate with and oversee outside contractors engaged to install, service, and maintain the Bank’s security systems, ensuring work is completed in accordance with Bank standards and requirements. Obtain, organize, and maintain all records related to physical security within the Bank designated systems, ensuring accuracy, completeness, and compliance with audit and regulatory expectations. Conduct periodic reviews of the Bank's various physical security systems; recommend corrective action as necessary; implement as approved. Act as backup to for operation and maintenance of the Bank’s Systems Permission system. This includes oversight and processing of all system access requests and provision of system access reports, as applicable. Remain abreast of all Federal and State bank project management regulations and requirements and recommend changes to as necessary to ensure continued Bank compliance.
Third Party Risk: Provide administrative support for the operation and maintenance of the Bank’s Third-Party Risk Program and the full contract relationship life cycle. Obtain, organize, and record required third-party vendor reports and documents controls. Maintain an up-to-date vendor tracking list that include critical contract dates, renewal timelines, and other key milestones. Maintain all third-party vendor’s documents and records within Bank’s designated systems, ensuring accuracy, completeness, and compliance with the internal policies and regulatory expectations.
Support Bank products/services: Maintain knowledge of current Bank products and services. Actively utilize as many Bank products and services as possible to fully understand their features and benefits and to be able to communicate effectively with customers and prospective customers.
Community/public relations: Actively participate in community organizations and events. Represent the Bank in the community.
Other outside activities: Actively participate in industry trade group meetings and educational programs to remain abreast of current issues and requirements affecting Bank operations and job performance.
Other duties: Demonstrate reliable attendance and punctuality. Attend and participate in Bank meetings. Attend internal and external training to improve skills and knowledge relevant to the position. Comply with all applicable Federal and State banking regulations and all Bank operating policies and procedures. Meet or exceed performance standards and objectives established for Operations Support Specialist performance. Understand and fully comply with Kennebec Savings Bank’s Core Values. Perform other duties as required.
Oversees the scheduling and management of room reservations to support organizational needs.
Coordinates meeting and event logistics, including room setup and post-event tear down.
Serves as the primary point of contact for catering services, ensuring timely and accurate fulfillment of requests.
Provides technical support for meeting and event technology, including setup, troubleshooting, and coordination with IT as needed.