Operations Assistant Manager

Assistant Manager, Operations

The Assistant Manager, Operations provides oversight and development for key operational and administrative functions within the credit union. This role manages and mentors operations staff across multiple specialties, including Operations Support Representatives, Survivor Support Specialist, and Deposit Service Representatives, ensuring team performance and strict compliance through training, guidance, and regular evaluations. In addition, this role oversees cash management activities, operational processes such as mailroom services, mobile deposits, subpoenas, and other branch support functions. The role also ensures compliance with BSA / OFAC, CIP, tax reporting, and negotiable instruments, through oversight of required filings, reporting, and member communications. By driving efficiency, mitigating risk, and supporting organizational objectives, the Assistant Manager, Operations plays a vital role in the success of the Operations Department.

Leadership and Staff Development

Oversee and develop Operations Associates (Operations Supervisor and Operations Support Representatives), providing instruction on security procedures, internal controls, and negotiable instruments, while ensuring program goals are reviewed and enforced; additionally serving as a backup for Operations Associates when required.

Oversee and develop Survivor Support Specialists by providing instruction on deceased account resolution, ensuring compliance with applicable laws and regulations, and monitoring timely account handling; additionally serving as a backup for the role when required.

Oversee and develop Deposit Service Representatives, including guidance on Treasury Services, referral processes, onboarding of new treasury clients, communication standards, and commercial account setup.

Conduct 90 Day and Annual Reviews for all Operations Service Representatives, Survivor Support Specialists, Deposit Service Representatives, and the Operations Supervisor, ensuring completion within required deadlines.

Cash and Vault Management

Responsible for obtaining cash orders from all branches as well as projecting cash orders for all ATMs, and compiling these orders into one submission to the Federal Reserve by the required deadline, along with transmitting orders to an armored car company for scheduled pick-up and delivery within the required time frames.

Monitor and maintain an adequate off-site cash vault to supply emergency needs at ATMs and branches. Coordinate shipments to and from sites via an armored car company. Track daily off-site vault transactions to ensure balances are accurate, post appropriate general ledger entries, and provide the accounting department with detailed monthly reports for verification.

Compliance and Risk Management

Ensure all IRA forms are received and verified from the branches prior to transmission to our IRA Administrator, as well as verification of all reports from our IRA Administrator.

Verifying accuracy of Currency Transaction Reports (CTRs) and Suspicious Activity Reports (SARs) received by the branches. Ensure compliance with reporting requirements by reviewing and submitting (CTRs) and (SARs) within regulatory deadlines.

Ensure compliance with policies (Negotiable Instrument / Internal Control Policy / BSA / OFAC / CIP) by maintaining current knowledge and applying guidelines in daily operations.

Collaborate with all branches to ensure compliance with savings bond regulations.

Ensure tax form compliance while maintaining accurate records for entire membership base.

Conduct BSA / OFAC training as needed under the direction of the Operations Manager.

Member and Branch Support Operations

Receive and process all subpoena requests from external legal agencies.

Receive and process all mobile deposits daily within appropriate time frames.

Receive and process all IRS tax levies, child support levies, and backup withholding notices, maintaining clear and consistent communication with members throughout the process.

Receive and process all foreign items and foreign currency from the branches, crediting the appropriate members account, and notifying the member once credit has been received.

Maintain an adequate inventory of gift cards, Visa debit and ATM card plastic, Entrust Data Card printer supplies, and movie tickets. Work with all branches to ensure accurate balances while upholding strict security protocols.

Authorized to accept and approve checks up to the credit union limit, ensuring compliance with internal policies and procedures.

Refund fees to members when deemed appropriate.

Administrative and Operational Support

Oversee all mailroom operations, including the sorting and preparation of outgoing mail, management of internal inter-office mail, and handling of email communications through the online banking communication center, ensuring timely and accurate delivery across all channels.

Assist the Operations Manager with all other duties as assigned, ensuring accountability and alignment with organizational objectives.