Title: Senior Processing Officer CTS & Chq Processing

Requisition ID: 272939
Employee Referral Program – Potential Reward: $0.00

We are committed to investing in our employees and helping you continue your career at Scotiabank.

Purpose
The Senior Processing Officer, TCI Processing Unit (PU), is responsible for controlling the operations and processing of physical and electronic clearing items, ensuring accurate and complete processing of salaries and settlement and reconciliation of related general ledger accounts for the host country as outlined in Service Level Agreement. He/she must manage the activities of these units and is directly responsible for signing off the daily Support Package for the department.

The Senior Processing Officer, TCI Processing Unit, must ensure all daily and periodic management controls are in place and effective as outlined in the Processing Support Centre Manual, Scotiaglobe, Aperta Image Proof of deposit System, Scotia Globe Delivery Manual and other applications used in the departments for which he/she is responsible. He/she ensures service provided is constantly of a high quality, the Unit adheres to instructions received by serviced transits, maintains the integrity of the financial records and maximizes the efficiency to contribute to the overall profitability of the Bank. He/she is responsible for the successful implementation and ongoing sustainability, of all Bank initiatives/enhancements involving these areas.

The Senior Processing Officer, TCI Processing Unit is responsible by providing ongoing monitoring, coaching and performance feedback throughout the year to your subordinates.

The Senior Processing Officer, TCI Processing Unit is responsible for contributing to the provision of human, straightforward and knowledgeable service through your daily interactions to create a relationship of mutual trust and confidence with our branches and other employees.

In addition the Processing Officer is also responsible for providing administrative support to the Assistant Manager, Processing Unit, in the roll out of initiatives / releases and also in overseeing flow of work within the Unit in the Assistant Manager’s absence.

Accountabilities

• Leads and drives a customer focused culture throughout their team to deepen client relationships and leverage broader Bank relationships, systems and knowledge.

Customer: Service Improvement:
Manage ongoing service improvement initiative within department
• Proactively identify ways to improve service levels provided by department.
• Identify, develop and recommend changes that improve service to the supported transits.
• Ensure branches have been properly notified of issues / items which may impact them
• Taking responsibility for branches / customers’ satisfaction or by referring those matters to the next appropriate level of authority as well as tracking / monitoring the follow up / resolution of branches/customers problems.
• Analyze the trends report to provide guidance to Servicing Transit as appropriate
• Ensure all applications and outsourced services are efficient to avoid any delay / interruption that may impact the daily operations and customers
• Ensure proper work shifts are placed to manage the daily workload efficiently.

People: Human Resources Management:
Provide direction/guidance to Senior Processing Clerks and Processing Clerks.
• Provide coaching/training and provide ongoing feedback
• Cultivate and maintain employee relations and morale at a high level
• Ensure cross-training program is documented and in place for the department
• Ensure new and existing employees complete all required AML, Regulatory and other training programs
• Ensure Performance Management requirements are followed, timely completion of Performance Appraisal Reports and the implementation of the Performance Improvement Program as necessary
• Ensure specific metrics and productivity measurements in effect
• Negotiate personal development goals around behavioural functional competencies. Assist staff in organizing a detailed Personal Development Plan that may include your direct involvement, self-learning from bank documentation and/or other formal training programs
• Provide support in Leadership Resource Planning for the department
• Viewpoint – Develop Action Plans and Team Engagement

Operations Management /Processing Administration:
• Ensure all application systems for which the department is responsible are in balance and processed daily.
• Ensure new initiatives and/or updated procedures (BIBs) are reviewed immediately and implemented with all your staff.
• Overseeing the process flows within the unit and ensuring all operating errors /exception items are properly escalated and trended for prompt resolution.
• Ensuring that Storage facilities are maintained.
• Complete management review each day of Accounting Support Package reports and processes, ensuring the completion of disposition audits.
• Complete online management review on required applications to ensure proper escalation and exceptions are recorded. Provide comments and sign-off on the Daily Certification-ASP.
• Ensure the Operational Risk Assessment Matrix is updated to ensure internal controls and/or action plans are appropriate.
• Initiating and monitoring the daily accounting cycle in your unit and the Automated Control Tasks (ACT) for compliance to policies and procedures.
• Ensure expense claims comply with Bank policy and that they are reported accurately to the serviced transits.
• Ensure staff are aware of Business Continuity Plans, in case of activation
• Ensure that assigned Returns are completed accurately, timely and in accordance with established procedures.
• Coordinate and implement organizational changes, staffing level and documentation of procedures unique to the department.
• Pilot new tasks / systems: liaise with other areas/departments, gather relevant information as required, ensure Processing Unit needs are met through various stages of the project
• As designated Officer Proof and Transit, ensure clearing items are timely processed by the branches to avoid any delay and/or operational risk

Adhering to custody and security procedures at all times:
• For you and your team’s personal safety, adhere to all security procedures.
• Maintain confidentially of customer information
• Avoid potential conflicts of interest by maintaining personal control over all assigned security accesses, including keys, combinations and passwords.

Financial: Maximize the efficiency and operating cost of the Processing Unit:
• Contribute to the overall profitability of the Bank:
• Maintain an awareness of significant changes in volumes through the daily review of reports activities.
• Manage staffing including workload overruns, relief, and overtime
• Review processes, systems, action negative trends by recommending changes or enhancements which will
• Reduce cost and improve productivity
• Follow documented procedures and ensure work is controlled throughout the day to contribute to the efficient operation of the unit,
• Remain current and knowledgeable of the Bank products and ongoing initiatives
Proactively collaborate on identifying saving opportunities / cost reductions for the unit

• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.

• Actively pursues effective and efficient operations of his/her respective areas, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational risk, regulatory compliance risk, AML/ATF risk and conduct risk, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook and the Guidelines for Business Conduct.

• Creates an environment in which his/her team pursues effective and efficient operations of his/her respective areas, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational risk, regulatory compliance risk, AML/ATF risk and conduct risk, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook and the Guidelines for Business Conduct.
• Builds a high-performance environment and implements a people strategy that attracts, retains, develops and motivates their team by fostering an inclusive work environment; communicating vison/values/business strategy and managing succession and development planning for the team.

Compliance:
Meet Regulatory, Compliance, and Bank policies and procedures for Customer transactions by:

• Following documented procedures for the order in which transactions are to be completed;
• Obtaining approvals where transactions exceed your limit.
• Understanding how the Bank's risk appetite and risk culture should be considered in day-to-day activities and decisions
• Ensure you and all of your team are familiar with and adhere to the Guidelines for Business Conduct, the Internet and Email Code of Conduct and the Financial Reporting Whistleblower Policy and Procedures;
• Document and escalate any unusual occurrences or fraudulent activity to your Compliance Office/Supervisor as soon as possible as per AML guidelines. Document and escalate any unusual occurrences or fraudulent activity to your Compliance Office/Supervisor as soon as possible as per AML guidelines.

Position: Snr. Processing Officer – Transaction Processing Unit 4.3

Reporting Relationships (Job Titles only)
Primary Manager:
(include secondary Manager if applicable) Assistant Manager, TCI Processing Department
Direct Reports: Processing Clerk
2 Senior Processing Clerks
Shared Reports (solid/dotted if applicable): None

Dimensions
• Measurement criteria indicating scope/breadth/magnitude; key statistics, budgets, signing authority, sales results, units supported or other information which quantifies Major Accountabilities.

AUTHORITY / DECISION MAKING / DIRECTION RECEIVED:

Periodic supervision is provided by your supervisor with a view to ensure conformity to established regulations and procedures. Routine and some complex decision relative to assigned position authorities are handled by the incumbent, however, difficult or contentious issues are referred to your supervisor with recommendations as applicable. You are expected to utilize judgement in the interpretation of data and instructions.

You are responsible for working independently with those authorities granted to you. Complex issues are referred to your direct supervisor. You are required to prioritize and appropriately allocate the workloads.

Instruments of Transfer (Signing Authority) as per BSPM Vol.1, 2.1.7 / Vol. II 2.1.15

• You may sign up to $99,999 (USD equiv.) with an appointed officer
• You may sign $100,000* (USD equiv.) and over with another management level officer.

You are responsible for working independently with those authorities granted to you. Complex issues are referred to the Assistant Manager Customer Transaction Services Cheque Processing. You are required to prioritize and allocate the workload.

You have the authority to authorize transactions up to your Transaction Control System (TCS) limits; this includes transactions processed through IBP or any other applications, if applicable.

• All transactions must be checked by an authorized officer before processing
• All transactions processed in an ITP Sundry Session or Bulk Session must be supported by an authorized source document that is retained with the posted vouchers.

The Transaction Control System (TCS) is an electronic tool that automates Bank controls over Teller transactions. All Officers have a TCS profile, which identifies transaction limits and systems access. TCS reports all exception conditions generated. Transactions are authorized at the point of entry into the system prior to posting and will bear the electronic signature of the authorized employee(s). Authorized transactions are the responsibility of both the posting officer and the authorizing officer. Your signature on this document indicates that you acknowledge your understanding of your TCS profile. Any questions or concerns must be immediately addressed to your Supervisor.

You are responsible in ensuring that all operational procedures are followed as documented the Branch Services & Procedures Manual, Processing Support Centre Manual and other Bank operating manuals. You are responsible for being alert to suspicious transactions or circumstances.

You are to refer any transaction, which in your judgment may be a potential fraud/forgery or theft to a higher authority as described in Branch Services & Procedures Manual, Volume II – Section 6.3. When preparing / checking &/or authorizing, you are responsible for:

• Ensuring each entry is authentic;
• Ensuring entries are correct, balanced and complete in all respects (i.e. all related revenues/expenses have been processed, both debit and credit are authorized at the same time);
• Ensuring all entries are being processed on the date value was given or received;
• Ensuring the disposition of entries is appropriate;

Education / Experience / Other Information (include only those that are specific to the role)

• High School Diploma
• Thorough knowledge of designated systems;
• Thorough understanding of IBP, Scotia Globe Operating System, and the main frame/branch online network computer operations, Radar and OEC.
• Thorough knowledge of Bank regulations, policies, procedures and branch operations;
• Good understanding of HR policies, procedures and practices
• Thorough knowledge of people and performance management techniques;
• Thorough communication and interpersonal skills;
• Thorough organizational skills; analytical and problem resolution skills;

Working Conditions
• Work in a standard office-based environment; non-standard hours are a common occurrence. No travel domestically/internationally/globally.
• You will deal with ongoing aggressive schedules for processing and department project initiatives and must meet these schedules/initiatives within established time frames, with little control over the volume of work and changing priorities. You may manage constant changing priorities and periodic unpredictable deadlines or problem resolutions which could precipitate strain or tension. In an environment with dynamic volumes or processing problems encountered, you are required to ensure all work is accurately processed within specified deadlines while maintaining a high level of service to customers with agreed upon service level agreements.
• The position is primarily nonphysical with intermittent periods of sitting. There is some daily lifting required, i.e. files, trays, computer reports, filing boxes, etc. Standard office environment is provided but due to the nature of the business, there is a risk of exposure to hold-ups, extortion and bomb threats. Concentration is required when:

Location(s): Bahamas : Abaco : Marsh Harbour || Bahamas : Andros : Nicholls Town || Bahamas : Exuma : George Town || Bahamas : Grand Bahama : Freeport || Bahamas : New Providence : Nassau

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.

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