Operations Support Specialist

Operations Support Specialist

The Operations Support Specialist supports the Credit Union's records management, mail services, tenant relations, and facility operations functions. This position is responsible for maintaining organized records systems, processing incoming and outgoing mail, coordinating member mailing projects, supporting tenants and building operations, and providing general administrative and operational assistance. The role requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities while handling confidential information, and is full-time in office.

Essential Functions Include:

Records Management

• Assists with the organization, filing, retrieval, storage, retention, and destruction of Credit Union records in accordance with established policies and regulatory requirements.
• Scans, indexes, files, and retrieves physical and electronic documents.
• Coordinates the movement of records to and from storage locations and responds to departmental records requests.
• Maintains secure, organized records storage areas and protects confidential member, employee, and organizational information.
• Receives and appropriately routes legal documents, service of process, and other sensitive correspondence in accordance with established procedures.
• Assist with answering the doorbell promptly, greet USF CU visitors in a friendly and professional manner, and escort them to the appropriate location or staff member.

Mail & Document Services

• Receives, sorts, and distributes incoming mail, packages, deliveries, and interoffice correspondence.
• Processes outgoing mail, shipping requests, courier services, overnight deliveries, certified mail, and returned mail.
• Coordinates printing, assembly, and distribution of member and departmental communications.
• Prepares member mailings by printing, folding, stuffing envelopes, sorting, and coordinating delivery through USPS, courier, or other approved mailing services.
• Maintains mailroom equipment, postage, supplies, shipping records, and departmental mailboxes.
• Researches and resolves routine mail, shipping, and delivery inquiries.

Tenant & Facility Support

• Serves as a primary point of contact for tenant questions, requests, and routine service needs.
• Receives, tracks, and follows up on tenant requests to help ensure timely resolution.
• Coordinates routine service requests, vendor access, building communications, and facility-related activities.
• Assists with tenant move-ins, move-outs, deliveries, access requests, and other building operations.
• Maintains tenant contact information, request logs, and related building administration records.
• Supports visitor access, reception coverage, and building security procedures as needed.

Operations Support

• Maintains operational logs, records, documentation, and departmental procedures.
• Monitors and replenishes records, mailroom, and office supplies as necessary.
• Provides general operational and administrative support to the Operations department and other Credit Union departments as needed.
• Identifies opportunities to improve operational processes, service delivery, and department efficiency.
• Performs additional duties and special projects as assigned.

Reports to: Assistant Operations Manager

Required Education and Experience:

• High school diploma or equivalent required.
• Associate degree in Business Administration, Office Management, Records Management, or a related field preferred.
• Two or more years of experience in records management, mail services, office administration, facilities support, tenant services, or a related operational support role preferred.
• Experience working in a professional office environment with responsibility for handling confidential information and records preferred.
• Experience coordinating mailings, document processing, records retention activities, or customer service functions preferred.
• Experience supporting multiple departments, tenants, vendors, or service providers in a fast-paced environment preferred.

Additional Skills:

• Proficient in Microsoft Office Suite products, email systems, document management systems, and standard office technology.
• Strong organizational, time management, and multitasking skills with the ability to manage competing priorities effectively.
• Excellent verbal and written communication skills with a strong customer service focus.
• Ability to establish and maintain positive working relationships with employees, members, tenants, vendors, and service providers.
• Strong attention to detail and accuracy when handling records, mailings, data entry, and confidential information.
• Ability to maintain confidentiality and exercise discretion when handling sensitive member, employee, and organizational information.
• Ability to work independently with minimal supervision while contributing effectively as part of a team.
• Ability to learn and utilize records management, work order tracking, mail processing, and other operational systems.
• Strong problem-solving skills with the ability to identify issues, recommend solutions, and follow through to resolution.
• Ability to perform physical activities associated with handling records boxes, mail trays, packages, office supplies, and other workplace materials.
• Must demonstrate a functional knowledge of the Bank Secrecy Act in addition to other Federal laws, including but not limited to U.S. Patriot Act, Office of Foreign Assets & Control, Anti-Money Laundering, Right to Financial Privacy Act, and the Bank Bribery Act.

Work Environment:

• Professional office environment with regular interaction with employees, members, tenants, visitors, vendors, and service providers.
• Position requires frequent movement throughout Credit Union facilities, records storage areas, mailroom operations, and tenant-occupied spaces.
• Regular use of computers, office equipment, document management systems, mail processing equipment, and other standard office technology.
• Requires the ability to lift, carry, move, and organize mail, packages, records boxes, office supplies, and other materials in accordance with Credit Union safety guidelines.
• Requires the ability to balance multiple responsibilities while maintaining attention to detail, confidentiality, and high service standards.
• Occasional schedule flexibility may be required to support large mailings, records retention activities, vendor coordination, building projects, or other operational needs.

Physical Requirements:

Sitting frequently, walking occasionally, use of hands frequently, hearing constantly, talking frequently, exerting up to 10lbs of force occasionally to life, carry, push, pull, or move objects.

Position Type/Expected Hours of Work:

Full-Time/40 hours per week

Classification:

Non-Exempt

Other Duties:

Please note this job description is not a comprehensive list of activities, duties or responsibilities that are required in this position. Duties, responsibilities and activities may change at any time with or without notice.

When joining USF Federal Credit Union, you can expect to work for a company that:

• Strives to be the most influential partner in our Members' financial journey.
• Has been recognized with awards such as the Sterling Governor's Award for Excellence and League of Southern Credit Unions & Affiliates Credit Union of the Year.
• Has a culture of engagement, growth, process improvement and community volunteerism.
• Received the Top Places to Work award for 2024 & 2025 in Financial Industries.

What's in it for you:

• Competitive pay, robust incentive programs, 401k matching, Mortgage and Auto Loan discounts
• 4 weeks minimum paid time off work, work anniversary paid time off, 11 paid holidays and 8 hours paid volunteer time off.
• Medical, Dental and vision plans with FSA option. (Employee Only Premiums for Dental and Vision are 100% Credit Union covered).
• 100% Credit Union Paid Short-Term and Long-Term Disability and Life Insurance
• Employee Assistance Program
• Undergraduate and Graduate Tuition Reimbursement
• In-depth New Employee Orientation showcasing Credit Union Values and Vision
• A Think Big culture dedicated to performance excellence and continual growth

About Us:

For 65 years, USF FCU has experienced rapid growth and is dedicated to delivering financial solutions to improve our members' lives. Our success is thrilling, but our core values of excellence, passion, innovation, community, and collaboration mean our relationships with our members and our employees will always be our