Deposit Maintenance & Exception Specialist I, II, III

Position Overview

The Deposit Maintenance & Exception Specialist (Level I, II, and III) supports daily operations within the Maintenance and Exceptions Department by performing deposit account maintenance and resolving transaction exceptions.

This role completes Internal Control over Financial Reporting (ICFR)-related maintenance for deposit accounts, logs and processes returned mail (including debit card returns), maintains Customer Information Files (CIF) including updating addresses, verifying customer information as needed, and issuing change-of-address letters. The Specialist also processes Exception Item Processing (EIP) activity and balances to control totals, while researching and posting exception transactions such as unposted items, overdrafts, stop payments, chargebacks, and deposited return items. The position requires frequent coordination with branch and operations teams to ensure timely follow-up, resolution, and completion of work.

Essential Job Functions - Level I

• Completes the ICFR reviews and performs deposit account maintenance within Deposit Operations, including: dormant account processing and escheatment reviews, interest rate updates, and account type changes.
• Conduct the ICFR reviews of changes, and changes completed by the frontline & operations teams to ensure accuracy and compliance.
• Review scanned documentation and requests, including AFT/ACH items, name changes, sweep accounts, and combined statements.
• Communicates with retail staff and customers as needed to resolve department-related questions or issues.
• Review applicable Jack Henry reports and process maintenance updates to ensure required application fields are accurate and current.
• Maintain the Returned Debit card tracking spreadsheet by logging returned cards and forwarding to the appropriate branch when required.
• Manage Customer Information File (CIF) maintenance by verifying signature card details against system records (titling, account relationships, mother's maiden name, driver's license information, social security number, and address). Follow up with applicable bank employees to correct discrepancies and resolve documentation or data inconsistencies.
• Perform other duties as assigned.

Essential Job Functions - Level II

• Research, resolve, and post unposted items and returned/credit-back items; balance posting totals to the EIP general ledger account.
• Monitor daily overdraft accounts and associated items, ensure items are decisioned appropriately according to bank policy, department procedures and timeframes.
• Process deposited return items, including charging back to the proper accounts, and balancing Federal Reserve Bank (FRB) return totals to the EIP general ledger account.
• Prepare documents for mailing customer notifications and/or letters in accordance with associated department procedures.
• Review and process daily stop/hold reports to ensure items are processed timely and in accordance with department guidelines.
• Monitor Positive Pay exceptions (suspects) daily and apply customer decisions or system defaults as required.

Essential Job Functions - Level III

• Assist with Fraud related accounts, includes returning items, restricting accounts, and research on possible fraud related items. This could be at the request of Fraud or for Police reports.
• Perform review of foreign item cash letters, complete the associated adjustment to client account.
• Review, research and respond to ACH government reclaims within established timeframes.
• Perform necessary research related to deposited returns and any late return claims.
• Assist supervisor/manager in maintaining and performing an annual review of department procedures.

Additional Responsibilities

• Assist other team members in researching & resolving adjustments.
• Assist in training of department processes as needed.
• Assist other functions as needed.

Minimum Requirements - Level 1

• High school diploma (or equivalent) and two or more years of banking or related experience; or equivalent combination of education and experience.

Minimum Requirements - Level II and III

• High school diploma (or equivalent) and two or more years of banking experience with some direct experience managing fraud activities; or equivalent combination of education and experience.

Competencies:

• Excellent communication skills
• Excellent attention to detail
• Strong computer application proficiency
• Bank operations workflows and reconciliation knowledge
• Fraud activity management

Preferred, but not required:

• Operational banking experience a plus
• College degree a plus

Location Details

This position requires the incumbent to work onsite on a daily basis to perform the regular responsibilities of the role.

Note: Job levels and hiring decisions are based upon both the business needs of the department and the qualifications of the incumbent. In some cases, an incumbent may meet the requirements of a level 2 or 3 role but may be hired in at a lower level based upon business needs and staffing dynamics. This job description is not intended to be all-inclusive. Employee may perform other duties as assigned to meet the ongoing needs of the organization.

Compensation & Benefits

Base pay - Level 1: $19.50 - $23.85/hour

Base Pay - Level 2: $20.50 - $25.65/hour

Base Pay - Level 3: $22.55 - $28.25/hour

Old Second is committed to fair and equitable pay practices. Pay is dependent upon the pay range and the incumbent's knowledge, skills and experience.

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