Deposit Operations Specialist

Join a team that values your expertise and your community. At Pathfinder Bank, you are more than an employee. You are a valued member of a team that takes pride in helping local businesses and communities grow. When you join us, you become part of a people-first culture built on respect, development, and service.

We offer:

• Competitive compensation and benefits, including health coverage, 401(k) with company match, and generous paid time off 
• A commitment to career growth and internal mobility 
• A community-focused culture with paid volunteer opportunities 
• A supportive team that values your contributions

Position Summary:

Provides support for banking personnel and customers related to Deposit Operations issues and inquiries, including clarification related to Deposit and Customer information data discrepancies and or documentation exceptions (missing or incorrect documentation). Performs all necessary verification of customer and deposit account set up and maintenance performed by Bank personnel. Ensures compliance with Regulations, Acts and Rules (Regulations such as: B, BSA/AML, CC, CRA, CTR, D, DD, E, FCRA, GG, O, OFAC, P, SAR, UDAAP, Z; Acts, Articles and Rules such as: Customer Due Dilitgence Rule, Customer Identification Program Rules, Equal Credit Opportunity Act, Gramm-Leach-Bliley Act, Inflation Reduction Act, Secure 2.0 Act, UCC Articles 3, 4, 5, 7, 9 and 12, USA Patriot Act). Ensures Deposit Operations functions are completed efficiently, effectively, and timely as needed.

Essential Functions

• Review daily/monthly reports and supporting documentation to ensure account setups and changes are completed and entered into the system in accordance with regulation and bank policy. This includes review of all new CIP or deposit account information in the Core System as well as documentation required for new customer or new deposit account setup
• Perform detailed research on customer accounts as requests are received from internal or external sources, including asset verification requests and subpoenas
• Works with Loss Mitigation and Security to monitor delinquient account, processing accordingly to protect the Bank against fraudulent or negative activity and reporting to Qualifile when necessary
• Work closely with other Deposit Operations Associates, including the Senior Operations Analyst, in completing cross training of department members and applicable Branch staff regarding Deposit Operations responsibilities
• Maintain and manage the Bank’s IRA/HSA customer base, including review of documentation, daily and monthly reports and account setups, as well as providing support for bank employees and customers, for servicing all Regulated Plans
• Maintain control and tracking systems for returned mail processing
• Review and process monthly deposit reports including, but not limited to Court and Trust, IOLA reports
• Review Safe Deposit Box reports; perform the steps outlined in the Safe Deposit Box Guidelines for Deposit Operations
• Review the Bank's deposit Change Jar program for accurate setup on customer's accounts
• Review and track all deposit account field changes for proper documentation
• Review completed bonds, encode and submit to the US Treasury Dept for reimbursement
• Collaborate with team members and supervisors to meet productivity and accuracy goals
• Assists with storage of scanned documentation and eventual destruction according to departmental and regulatory document retention guidelines
• Adheres to Document Retention policies, standards, and process controls
• Ensures imaged customer and deposit records are appropriately filed and indexed in the document imaging system
• Respond to phone calls, emails, and letters from branches, departments, and customers to assist in Deposit Operations related issues and inquiries
• Maintain working knowledge of applicable banking laws and regulations and ensure compliance with Bank policies, procedures, and internal controls

• High school diploma or equivalent
• General knowledge of Deposit Operations processes required
• One year of prior experience in document imaging, records management, or administrative support preferred
• Knowledge of key banking regulations, with experience applying them in an operational setting preferred
• 3–5 years of experience working in a banking, financial services, or operations-related environment preferred
• Strong organizational skills, with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills, with a high degree of professionalism and discretion
• Proven ability to work independently with minimal supervision, with strong attention to detail and accuracy in data entry and processing
• Ability to work at a sustained pace to meet production standards while handling repetitive tasks and maintaining a high level of concentration
• Understanding of confidentiality and data security best practices
• Ability to learn and apply regulatory and compliance requirements

Preferred Qualifications

• Bachelor’s degree in Business, Information Systems, Finance, Computer Science, or a related field preferred
• Relevant banking-related certifications preferred
• Strong working knowledge of core banking platforms, banking regulations, deposit operations tools, and document imaging systems preferred
• Proficiency in Microsoft Office products, including Excel, Word, Outlook, and Adobe