Careers

Summary:

The Operations Clerks are responsible for the daily system processing as well as assisting the TSB staff with system operations and research. 

Essential Duties: 

This department provides the processing and support for the Tompkins State Bank network.  Operations Clerks may have primary responsibility related to a variety of the following duties.  They will be expected to have some degree of knowledge and responsibility in all areas.

• Accounts Payable – Maintenance of the AP vendor database.  As well as paying invoices received from all locations, this includes W9 and 1099 tax records and notices, and invoice retention and research

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• ATM /Debit Cards –  Issuing, reissuing, hot-carding and maintaining card limits and customer information.  Maintaining network communications for real time transaction authorization.  Filing fraud and travel reports.  Balancing/reconciling network activity reports and ATM machine totals. Managing compromised cards and unused cards.  Related research. 

• Automated Clearing House – Verifying and approving Cash Management files, returns, and NOCs.   Managing rejects, exceptions returns, fraud with core processor and correspondent bank.    Reconciling related transactions.  Related research.

• Bank Checks – Reconciliation of all accounts related to checks issued by the Bank. This includes Cashier’s Checks and Money Orders sold at each office, as well as reconciling and issuing all Expense Checks, Interest Checks (CD&IRA), Escrow Checks, and Christmas Club Checks for the Bank.  Related research.

• Business Continuity – Maintaining back-up processing locations, software, and equipment as well as supplies and procedures for relocating processing to another location in case of system failure or disaster.  Creating back-up database files and testing them is part of this process.

• Cash Letters – Balancing and managing incoming and outgoing cash letters and related rejects, returns, fraud.  Related research.

• Correspondent Bank Activity – This department verifies that OFAC checks are done, all ACH and check adjustments files are transmitted and processed, as well as placing and verifying wire transfers.  Related research.

• Customer Account Statements - Rendering, printing and mailing of deposit analysis and loan customers’ account statements and images.  This includes maintenance of statements for transaction errors that occurred during the cycle.  Related research.

• Customer Notices – Processing, reviewing, and mailing of notices for regulatory exceptions, changes, transfers, billings, maturities.

• Customer Service – Our primary customers are the Tompkins State Bank Staff.  It is just as important to offer exceptional customer service to them as to the customers of the Bank.  This includes assistance with hardware and software use and maintenance, as well as research related to customer inquiries.

• Financial Institution Data Match – Periodically files are received from government entities that require us to compare and match data with information on our systems, and report back electronically.

• Internet Banking – ROBO – Verify and approve ACH files.  Track returns and NOCs,  Review and verify Mobile Capture/Branch Capture/Merchant Capture items. Related reconciliations and research.

• Mail – Processing and mailing statements, notices, and checks as well as branch mail. 

• Rejected Transactions – Review and research then process or return all transactions form all sources (internal and external) that non-post or reject for any reason.

• Regulation D – Regulatory limits on pre-authorized withdrawals are placed on certain deposit accounts.  These accounts must be monitored for excess activity and specific steps such as notices and closures must be taken.

• Savings Bonds – Bonds are redeemed at all locations.  Redemptions are reconciled between Teller system and core for accuracy and 1099 reporting.

• Unclaimed Property – Monitor inactive customer accounts for dormancy.  Follow regulatory guidelines for notification and access on these accounts.  As with Bank issued checks, once “abandoned” status is reached follow procedures for closure, reporting and remitting to the State.

• Wire Transfers – Pull incoming wire transfers from correspondent for processing.  Verify authority for wires submitted via internet and process.  Enter, validate, and send customer wire instructions taken by branch staff.

• Year End Processing – Review and update as needed to prepare for year end.  The current year must be closed out prior to processing any transactions for the new year.  After the year is closed, this process also includes the processing of all IRS notices.  Reviewing files for errors, fixing, printing and mailing.  It also includes the electronic transmission of Accounts Payable files to the IRS. 

Non-Essential Duties:

Customer service is of the utmost important and as such there will be other non-essential duties that will be required from time to time.  Those duties include but are not limited to the following:

• Community Involvement – As a true community banks it will be encouraged to occasionally participate in community events or volunteer programs.

• Other – There will be other required duties as assigned by management.

Working Conditions/Physical Demand:

The following is a description of the working conditions and physical demand that the incumbent can expect while on the job:

• The incumbent will work in a climate controlled office environment. 
• The incumbent will do work both while seated and standing, and will occasionally need to stoop, bend, and reach to perform their duties.
• The incumbent must have the visual acuity to spend significant time in front of a computer terminal and read files, financial statements, and other necessary documentation to conduct bank business.
• The incumbent must have the hearing acuity to allow in person and telephone conversations.
• The incumbent must have the speech ability to be clearly understood during both telephone and face-to-face conversations.
• The incumbent must have the manual dexterity to work with office equipment including computers, facsimile machines, calculators, and related equipment.  There will also be filing, working with mail, and other documents that will require some manual dexterity.
• The incumbent will need to lift weights up to 50lbs. from the ground to mid torso on an occasional basis (boxes of paper, etc…).
• The incumbent may be required to do some walking and even occasionally be required to operate a motor vehicle.

Equipment/Software Operated:

The incumbent will be required to operate computers, office machines, copy machines, facsimile machines, calculators/adding machines, telephones, postage and related office equipment.  The incumbent will need to utilize special software including but not limited to the bank accounting system, database software, Microsoft Word, Microsoft Excel, and other related computer software and in account set up software.

Contacts:

The incumbent may have day-to-day contact with customers and shareholders, and as such will be exchanging and working with highly confidential customer information.  The incumbent will also have frequent day-to-day contact with employees as well as other management staff.

Interpersonal Requirements:

The following interpersonal skills and characteristics are required for the position and are of significant importance to being successful at this job:

• Must have a professional and courteous demeanor.
• Must have exceptional people skills including verbal and written communication skills
• Must be outgoing and possess a positive attitude.
• Must have a self-motivated; goal oriented individual.
• Must be a team player.
• Must act ethically and exercise good, sound judgment.
• Must exhibit good problem resolution skills.
• Must be perceptive and alert.
• Must show patience and tact.
• Must be fairly charismatic and energetic.
• Must have some management ability.
• Must have a good sense of humor.

Qualifications:

The following qualifications are a minimum requirement for this position and are germane to the success of this job:

• High School Diploma or equivalent is required.  Some college or a Bachelor’s degree is preferred. 
• 1-3 years of previous banking experience is preferred but not required.
• Applicant must be mentally and physically competent to perform duties.
• Mathematical aptitude is necessary for this position.
• Working knowledge of computers and basic software is required.
• Must be able to interact well with others.
• Must have the ability to prioritize and schedule workflow tasks.
• Must have the ability and willingness to be prompt and have excellent attendance.
• Must have the ability to understand and to learn bank policy and government regulatory standards.

Minimum Performance Standards:

The following performance standards are the minimum acceptable standards to maintain this position at Tompkins State Bank.  These standards are subject to change and at anytime management can terminate the incumbent for reasons other than the performance standards especially if there has been a loss to the bank, compromise of the bank’s reputation, and in the event management has chosen to invoke other disciplinary measures that result in termination.

• The incumbent must complete all compliance testing as assigned and scheduled.
• The incumbent must conduct all duties in compliance with applicable laws, regulations, and Bank policies and procedures.