Operations Specialist

Join a team that keeps the heart of the bank running smoothly. Our Operations roles ensure accuracy, consistency, and seamless behind-the-scenes support so our customers and branches can rely on exceptional service every day.

At First State, we value detail-oriented, dependable individuals who take pride in getting things right. If you enjoy supporting teams, improving processes, and making things work better for everyone, you’ll be a strong fit with our operations family.

Job Title: Operations Specialist

Status: Non-Exempt

Reports To: Operations Team Leader and Chief Operations Officer

Supervisory Responsibilities: N/A

Job Summary: The Operations Specialist supports the daily functions of the Operations Department by performing precise, compliant, and timely processing across a variety of deposit operations activities. This role contributes to operational integrity, risk mitigation, and regulatory adherence throughout First State, while providing exceptional internal service and reliable backup support to the broader team. The Operations Specialist ensures that all assigned responsibilities are completed efficiently and accurately to maintain smooth banking operations and uphold the bank’s commitment to quality service.

Essential Functions:

Job Specific:

• Perform daily deposit operations activities in accordance with internal policies, established procedures, and regulatory requirements, including exception item processing, rejected item processing, insufficient item processing, stop payment processing and Positive Pay Processing.
• Manage and process ACH returns, ensuring accuracy and timely resolution while adhering to internal policies, procedures, and regulatory compliance requirements. Execute incoming and outgoing wire transfer requests, verifying proper documentation, customer authorization, and adherence to security protocols to ensure accuracy and safeguard against risk.
• Respond to customer and internal research requests by investigating, resolving, and communicating findings clearly and promptly.
• Process Federal Reserve adjustment requests, ensuring accuracy, appropriate documentation, and timely submission.
• Manage and process daily incoming Check 21 returns, ensuring accurate posting, timely resolution, and compliance with internal and regulatory guidelines.
• Open, update, and maintain consumer and business deposit accounts, ensuring accuracy, completeness, and compliance throughout the account lifecycle.
• Assist in reconciling correspondent bank accounts, investigating discrepancies, and supporting timely resolution in compliance with internal controls.
• Review all cleared checks for duplicates, high-dollar items, endorsement concerns, and other exceptions to mitigate risk and ensure procedural accuracy.
• Maintain current knowledge of banking regulations, operational policies, and industry best practices to ensure consistent compliance and support procedural improvements.
• Utilizing Verafin, the bank’s fraud-monitoring platform, to identify and investigate fraudulent, inaccurate, or suspicious account activity.    
• Serve as a central point of contact for customers and internal staff on operations-related inquiries, providing courteous communication by phone and email. 
• Perform additional duties as assigned to support Operations Department objectives and broader bank operational goals.

Bank Specific:

• Exhibit professionalism in appearance and attitude, maintaining confidentiality and ethical behavior at all times.
• Provide timely assistance and support to both co-workers and customers, ensuring exceptional service and accurate information.
• Demonstrate a commitment to The First State Way by upholding First State’s customer service standards in all interactions, fostering positive relationships with both external customers and internal team members.
• Adhere to regular attendance, punctuality, and break schedules.
• Take responsibility for personal actions and be accountable for performance.
• Promote and cross-sell company services while participating in training opportunities as required.
• Complete annual bank-wide training as required, ensuring all necessary knowledge and skills are up to date.
• Remain vigilant and knowledgeable about crisis procedures, including emergency protocols such as robbery.
• Comply with all bank policies, procedures, and regulations, and report any concerns to Human Resources or upper-level management immediately.

Knowledge, Skills, and Abilities (KSAs):

• Proficient in Microsoft Office and general office machinery.
• Attentive to detail with a high degree of accuracy.
• Self-motivated and capable of working independently.
• Effective at interacting with customers, management, and other employees.
• Strong critical thinking, problem-solving, and analytical skills.
• Excellent customer service orientation and communication skills, both verbal and written.
• Flexible and able to work under pressure, prioritize tasks, and meet deadlines.
• Well-organized with a courteous and diplomatic approach.
• Demonstrates sound judgment and strong organizational skills.
• Able to hear and communicate effectively with customers, co-workers, and external contacts.
• Proficient in reading and writing.

Qualifications:

• High school diploma or equivalent required; an Associate or Bachelor’s degree in Business, Finance, or a related field is preferred.
• Experience in banking, deposit operations, or a related administrative role preferred; familiarity with ACH, wire processing, or electronic banking systems is a plus.
• Valid motor vehicle driver’s license required.

Physical Demands:

• Engage in routine physical activities such as walking, standing, sitting, stooping, bending, pushing, and pulling.
• Ability to read reports and use a computer effectively.
• Lift and carry items up to 30 pounds daily, including file boxes and office supplies.

Work Environment:

• Primarily indoors in an environmentally controlled setting.
• Occasional travel by car to visit other company locations may be required.
• Flexibility for occasional evening and weekend work to achieve established goals.

Note: The statements herein are intended to describe the general nature and level of work being performed by the employee assigned to this position.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the employee.