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
Didn't find what you're looking for? Search again!
Loading more jobs...