About this role
Deposits Operations Specialist Job Description
As a Deposits Operations Specialist for a community bank, you will provide advanced back-office support for deposit operations, electronic banking activity, exception processing, account maintenance, reconcilement, and operational risk controls. This role supports accurate and timely processing of deposit-related transactions while serving as a knowledgeable resource for branch personnel, internal departments, and customers. The Deposits Operations Specialist is responsible for researching and resolving complex account issues, supporting daily and periodic balancing activities, maintaining deposit records and documentation, assisting with procedure updates, and ensuring work is completed in accordance with bank policies, security standards, and applicable regulatory requirements.
Essential Duties and Responsibilities
- Process, review, and monitor deposit account maintenance, including customer information updates, account changes, product changes, document review, and system entries in accordance with bank procedures.
- Review, process, and resolve deposit-related exception items, including non-posted items, NSF items, return items, chargebacks, stop payments, overdraft items, adjustments, and Federal Reserve or correspondent bank corrections.
- Research and resolve complex deposit account inquiries, balancing differences, encoding errors, transaction disputes, verification requests, and branch or customer service escalations.
- Process or support ACH, wire transfer, debit card, ATM, remote deposit capture, mobile deposit, online banking, bill pay, and other electronic banking activity as assigned.
- Perform daily, monthly, and periodic balancing, reconcilement, reporting, and review of deposit operations activity, including general ledger, suspense account, settlement, and internal account items.
- Monitor transactions, reports, and exception activity for accuracy, fraud indicators, suspicious activity, and compliance with bank policies, BSA/AML requirements, OFAC procedures, Regulation E, privacy standards, and other applicable requirements.
- Maintain, scan, image, index, file, and retain deposit documentation, account records, logs, notices, reports, and operational support materials in accordance with retention standards.
- Provide operational support and guidance to branch personnel and internal departments by answering questions, researching account activity, troubleshooting system issues, and assisting with deposit procedures.
- Assist with procedure documentation, quality control reviews, audit preparation, compliance requests, vendor reporting, customer notices, returned mail, and special projects as assigned.
- Perform other duties and responsibilities as assigned.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required.
Skills
- Strong attention to detail with the ability to review, process, balance, and reconcile deposit operations activity accurately.
- Strong organizational, analytical, follow-up, and time management skills with the ability to manage recurring deadlines and shifting priorities.
- Ability to research complex issues, identify discrepancies, evaluate risk, recommend solutions, and escalate concerns appropriately.
- Working knowledge of deposit products, account maintenance, exception processing, electronic banking, operational controls, and bank compliance requirements.
- Effective verbal and written communication skills for supporting customers, branch staff, vendors, auditors, and internal departments.
- Ability to maintain confidentiality, demonstrate sound judgment, and consistently follow policies, procedures, security standards, and regulatory requirements.
Education and/or Experience
- High school diploma or equivalent required; associate or bachelor’s degree in business, accounting, finance, banking, or a related field preferred.
- Two or more years of banking, deposit operations, electronic banking, teller operations, bookkeeping, accounting, or related financial services experience preferred.
- Experience with deposit account maintenance, exception processing, balancing, reconcilement, ACH, wires, debit cards, remote deposit capture, mobile deposit, or digital banking support preferred.
Computer Skills
- Proficiency with Microsoft Office programs, email, spreadsheets, document imaging systems, reporting tools, and standard office equipment.
- Ability to use core banking systems, account maintenance tools, transaction processing platforms, ACH or wire systems, debit card platforms, ATM or settlement systems, check imaging tools, and electronic banking applications accurately.
- Strong keyboarding, data entry, system navigation, report review, and troubleshooting skills with the ability to learn and support new banking applications and procedures.
Other Qualifications (including physical requirements)
- Must be able to sit for extended periods, use a computer and office equipment, and perform repetitive hand and wrist movements associated with data entry, balancing, and document processing.
- Must be able to review detailed reports, documents, transaction records, and system information for accuracy, completeness, and potential risk indicators.
- May be required to lift, carry, or move files, supplies, mail, records, or other office materials within established safety guidelines.
- May be required to work additional hours during peak processing periods, month-end, quarter-end, year-end, audits, system upgrades, conversions, or special projects.
- Must be able to present a friendly, professional image and uphold the bank’s standards for internal service, customer support, confidentiality, security, accuracy, compliance, and ethical conduct.
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