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Operations Procedure Writer

Company: CoreFirst Bank & Trust
Location: Topeka
Posted on: May 23, 2023

Job Description:

Description: $500 SIGN ON BONUS for new hires only ($250 paid on first paycheck following 30 days of employment/$250 paid on first paycheck following 90 days of employment) Role: The Trust Associate is an intermediate level contributor with an innovative and continuous improvement mindset. This person will lead and deliver on a department wide initiative to develop and maintain a complete and comprehensive set of digital forms, as well as compiling and authoring a formal departmental procedure manual. The Associate serves in both a proactive and collaborative capacity in understanding, evaluating, streamlining and documenting business processes. The Associate interfaces with departmental personnel of varying levels and is expected to use many different communication channels to complete their required tasks. This position is responsible for providing personal and professional service to all clients (both internal and external). This position has tremendous growth opportunities within the Trust Operations department and/or other Bank departments. Hours: Monday-Friday 8:00am-5:00pm, some overtime is required to meet documentation delivery deadlines Essential Functions & Responsibilities: Lead and deliver on the department wide initiative to develop and maintain a complete and comprehensive document resource repository by creating, managing, maintaining and updating departmental documentation including but not limited to: operational checklists, departmental forms, document templates, account setup packets, letter templates, process narratives, training guides, policies, procedures, etc.

  • Develop policy/procedure templates (i.e. create an Operations Procedure Writers guide) requiring consistent conventions, style and format
  • Conducts interviews with diverse stakeholders to gather data for documentation. Researches and translates into manuals and/or web-based documents for users.
  • Vet existing documentation for accuracy and completeness by consulting with a diverse set of stakeholders (i.e. Trust Officers, Administrative Associates, Operations as well as with the Senior Leadership Team
  • Identify documentation gaps
  • Write new technical documents and revises detailed process procedures, office work instructions, process maps, forms, and training material
  • Perform reviews of other peer or subordinate procedure writer's output, prior to formal review process, to ensure that procedures are accurate, reflect all necessary comments and comply with the generally accepted procedure development practices, conventions and formats
  • Inventory existing procedures, maintain an accurate log of active procedures, and coordinate review and re-certification of those procedures on a periodic basis
  • Attend meetings to obtain data and stay current on technical, regulatory, operational and administrative changes and requirements
  • Ensures procedures are developed, reviewed, approved and distributed to appropriate personnel in accordance with the established approval process
  • Create an online digital manual for all policies and procedures with a searchable index Assumes ownership of and coordinates the timely execution and completion of specialized business processes.
    • Responsible for the administrative components of Special Asset Management (i.e. Real Estate, Mineral Estate, Life Insurance and Annuities) including but not limited to, periodic asset valuations, engaging professional appraisers, reviewing casualty and liability insurance policies for adequacy, reviewing tax assessments and making tax payments, performing annual inspections, writing and presenting inspection reports to the Trust Officer, processing and reviewing insurance IQ reports, communicating concerns to the Trust Officer, Trust Operations Manager, etc.
    • Manages the self-trust process, the annual IRA RMD process, and the annual Tax Season Process.
    • Remains available and responsive to the internal Quality Assurance and Internal Audit functions
    • Fulfills operational audit request lists and regulatory exam request lists Upon planned and unplanned absences, serves as a primary back-up (i.e. utility Trust Associate) to the Trust Administrative Assistants, Trust Distribution Desk, Trust Securities Accounting Desk, the New Account and Asset Transfer desk as well as daily tasks of the Trust Operations Manager.
      • For any given operational task, identify the steps to complete the task, list task steps sequentially, write concise directions to accomplish each step in-accordance-with the established Operations Procedure Writers guide
      • Keep abreast of changes in operational processes to ensure readiness in the event of a backfill situation. Please note this description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Requirements: Experience:
        • Policy and procedure writing experience, required
        • Training and/or experience in digital documentation, preferred
        • Previous work experience in a trust company and/or trust department, preferred
        • Attendance of a respected Trust School (or like coursework), a plus Education:
          • High school diploma or equivalent, required
          • Bachelor's Degree in Legal Studies, Operations or Business related field, preferred
          • Procedure writing certification, desired. Skills & Abilities:
            • Writing & Literacy. Advanced level writing skill and strong vocabulary, spelling, punctuation and grammar is critical to the success of this position.
            • Communication Skills. Demonstrates effective verbal, written and interpersonal communication skills.
            • Research Skills. Ability to self-teach, read and understand industry specific topics as well as technical system instructions. Ability to quickly identify job related resources. Proactively seeks, applies, shares, and retains detailed information needed to succeed. Pushes oneself to achieve proficiency and mastery of relevant subject-matter.
            • Problem Solving Skills. Applies critical thinking skills. Anticipates potential problems and includes steps to resolve them.
            • Technical. An ability to understand complex business processes and procedures. Must be detail-oriented and demonstrate the ability to maintain accuracy and a high level of quality in a fast-paced environment.
            • Organizational Skills. Ability to multi-task. Must demonstrate the ability to plan, organize, and prioritize work, in order to meet deadlines. Demonstrates the ability to effectively manage tasks and priorities for overlapping projects and meet deadlines in a consistent, complete, accurate, and timely manner.
            • Personal Accountability. Must be a self-starter with a high degree of personal accountability. Must be able to complete a high degree of output with very little daily oversight. Must be able to receive constructive criticism and continue forward with a positive attitude.
            • Team Player. Must be team-oriented, possess a positive attitude, and work collaboratively and professionally with others to achieve goals in a fast-paced, deadline-driven environment.
            • Change agent. Must show a high degree of ability to embrace and lead change across the department. Change Management and project management skills, a plus. Competencies: Adherence to CoreFirst Values; Respect, Communication, Integrity, Initiative, and Accountability. A secondary focus on internal and external Customers, Compliance, Ethics, Perseverance, and Time Management is also essential. Computer Skills: Required:
              • Proficiency in the Microsoft Suite of products: Word, Excel, Outlook
              • Adobe Acrobat
              • Microsoft Visio, a strong plus
              • Must be able to select and use appropriate technology to accomplish a given task, and determine how to make the best use of existing hardware and software
              • Data-entry
              • Use of software tools to create user-friendly interfaces and ability to structure information so that it is easy to find Preferred Application Experience:
                • Experience working within GlobalWealthES (formerly TrustRite), Freevo Forms, any documentation writing software Interpersonal Skills: A significant level of trust and diplomacy is required, in addition to courtesy and tact. Work involves extensive personal contact with others and may be of a personal or sensitive nature when working through escalations. Must be able to empathize with others and foster sound relationships. Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit, stand, and walk. Some light physical effort required including ability to lift up to 25 pounds. Travel: Travel is negligible. It is primarily local during the business day, although some local evening and weekend travel may be needed. Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copy machines, filing cabinets, and fax machines. Other:
                  • Applicants must pass a drug screen and background check
                  • Internal applicants must meet the minimum requirements of their current job and submit a cover letter and resume via the employee portal CoreFirst Employment Practices: CoreFirst provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, CoreFirst Bank & Trust complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. PI213680775

Keywords: CoreFirst Bank & Trust, Topeka , Operations Procedure Writer, Advertising , Topeka, Kansas

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