Operations Administrator

Why DUCA? 

We’re a vibrant, exciting credit union that lives its "profits with a purpose" philosophy in every financial transaction, product, interest rate, and community initiative we offer. Founded in 1954, DUCA has grown from a single branch credit union in Toronto to 19 branches across Southern Ontario with over 85,000 Members we are proud to serve.  

We exist to help People, Businesses and Communities Do More, Be More, and Achieve More™. 

DUCA (www.duca.com) is the fastest organically growing large Credit Union in Canada distinguished for the following: 

• Positive, un-big bank like service experience delivered through Member-facing staff in branch, on the phone (Member-Connect) and via our Mobile mortgage specialists, Wealth Management advisors and Commercial and Business Banking Account Managers. 
• Competitive rates.
• Personalized financial solutions, guidance, and service with the lowest possible fees for both Personal and Business Members.
• Profit sharing among Members.
• Multiple ways to bank—online, mobile app, phone/full-service Member Connect Contact Centre, and, of course, in-branch—DUCA is accessible 24/7 
• A community philosophy of “profits with a purpose” culminating in the creation of the DUCA Impact Lab (www.ducaimpactlab.com), a charitable foundation committed to helping the credit challenged and underbanked.  This led to DUCA's designation as a B-Corp certified organization, the first ever credit union to receive this global recognition.

A career with one of Canada’s fastest growing credit unions means you’ll find endless opportunities to make a difference with your unique abilities and perspectives. Our people live their purpose while helping others Do more, Be more and Achieve more with their money and their lives.  At DUCA, you’ll be part of a vibrant and collaborative team where you’ll be supported to excel and make an impact, no matter what role you play. 

Operations Administrator

Job Purpose & Summary

The Operations Administrator is responsible for various functions and duties related to back office processing and document administration for the payments & clearing function, and deposit products. The Operations Administrator carries out all work with a high degree of accuracy and attention to detail with a drive to deliver outstanding service to internal teams as they support Member transactions and direct to DUCA Member support.

Key Accountabilities & Duties

• Process and balance daily wire transactions including:
  • Review, verify and post all Member and corporate outgoing wire transactions
  • Utilize the One Paper Lane wire platform to action and extract wire information to be settled with DUCA’s correspondent bank
  • Balance daily outgoing wires settled to branch funded activity in the respective internal wire related GL accounts
  • Review and process Member and corporate incoming wire transactions along with associated service charges
  • Balance daily incoming posting activity to correspondent bank wire settlement reports
  • Process wire traces and returns as requested
  • Correspond with branches and the Retail Helpdesk to resolve wire payment issues
  • Correspond with One Paper Lane and corresponding bank to investigate and resolve technical matters, service delays and other issues as required

• Process and balance daily Electronic Fund Transfer (EFT) and cheque clearing files including:
  • Review, verify and post/return all rejected cheques and EFT clearing items
  • Balance daily cheque and EFT clearing files to daily settlement totals by end of day
  • Process daily cheque chargebacks and AFT returns to Member accounts
  • Process all cheque and EFT returns on Central 1’s Online Return System (ORS)
  • Correspond with branches to resolve clearing issues where applicable 

• Process rejected bill payments and Member requested bill payment traces/recalls including:
  • Download and print all daily bill payment reports from both Universa and Central 1
  • Deposit all rejected bill payments back to Member accounts
  • Email the list of rejected bill payment items to branches
  • Process trace/recall bill payment requests with Central 1 at the request of the Member
  • Process bill payment credit adjustments to Member accounts

• Process ATM exchange adjustments
  • Deposit/withdraw ATM exchange adjustments to/from Member accounts
  • Set up applicable AFT adjustments for settlement with other Financial Institutions as reported by branches through their ATM balancing process
  • Post entries and balance the internal exchange adjustment account daily
  • Action faxes sent from other Financial Institutions and correspond with applicable DUCA branches as required
  • Correspond with Ficanex or applicable Financial Institutions as required

• Provide deposits administration services including:
  • Process all registered and non-registered deposit products
  • Review daily reports to ensure Member investment are correctly processed
  • Issue posted cheques for Brokers
  • Prepare and mail Member notifications
  • Reconcile previous day’s transactions and documentation
  • Follow up on outstanding transfers and documentation
  • Review and gather estate documentation 

• Provide estate administration services including:
  • Review estate packages received from branches
  • Determine if a Certificate of Appointment is required
  • Check lockout and notes on all accounts and cancel electronic banking access
  • Review outstanding credit facilities
  • Process Saving Share Insurance Claims
  • Process registered product accounts per Concentra’s Estate manuals and DUCA policy
  • Prepare communications with beneficiary, executor, estate representative, and/or lawyer
  • Process all non-registered accounts
• Answer email inquiries and phone calls from branches, estate representatives, executors, lawyers brokers, corresponding banking partners, and One Paper Lane, escalating unusual or atypical inquiries where needed
• Administrative duties including scanning and/or filing of miscellaneous papers and other administrative tasks
• Other duties, as assigned

Occupational Experience & Education Requirements

• 1-3 years of office or administrative experience
• 1-2 years of customer service experience
• Some post-secondary education in business or administrative studies
• Retail banking experience considered an asset

Knowledge, Skills & Attributes

• Good computer skills including Excel, Word, email and use of Internet
• Ability to work quickly and accurately, with strong attention to detai
• Working knowledge Payments Canada Rule
• Working knowledge of all DUCA deposit product
• An understanding of or the ability to learn Registered products regulations, and Estates
• Experience using a banking system is considered an asset
• Strong administrative and time management skills
• Problem-solving and investigative skills
• Strong customer service and interpersonal skills
• Excellent verbal and written communication skills
• Good judgment and decision-making capabilities
• Ability to organize, prioritize, adapt to change and work in a fast-paced environment
• Self-motivated and results-oriented
• Team player

Working Conditions

Normal office environment.

Department: Deposits and Clearing 

Primary Location: Corporate Office 

Employment Status: Full-time

Hours per Week: 38

Number of Vacancies: 1

Salary: The annual salary range for this position starts at $39,451. Actual annual base salaries will vary depending on relevant job-related factors such as experience, knowledge, skills, qualifications, and education/training. Depending on the position, DUCA’s total compensation package may include incentive compensation tied to company and individual performance or other benefits.

DUCA is committed to employment equity and encourages applications from all qualified candidates. Recruitment related accommodations will be provided upon request.

Qualified applicants are encouraged to submit their application. Applications must include a resume. 

We thank all applicants but only those considered for an interview will be contacted.