Records and Research Operations Coordinator

Burbank, CA


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Job Description

The Research and Records Operations Coordinator assists the manager in overseeing the functions and responsibilities of the Research and Records Department. Assists in staff development and training. Provides support and leadership to co-workers and promotes teamwork in the group while establishing and maintaining effective employee relations.

  • Provides leadership to co-workers and promotes teamwork in the group and assists in establishing and maintaining effective employee relations.
  • Keeps manager informed of department’s activities, needs and problems.
  • Assists manager in handling escalated problems with members and/or systems.
  • Provides training for department staff and ensures that department employees are thoroughly trained in all phases of their jobs.
  • Maintains department procedures. Ensures that changes are communicated and implemented in a timely and effective manner.
  • Provides feedback to the manager that assists with the evaluation of the job performance of assigned employees annually.
  • Monitors daily workflow and ensures timely completion of all department functions. Adjusts workloads when necessary according to department priorities and volumes.
  • Assists the manager with the recruitment and selection of applicants for vacancies.
  • Assists in preparation of management reports for the Balanced Scorecard.
  • Reviews outside vendor invoices for accuracy. Approves invoices for payment.
  • Assists with the preparation of monthly statistical reports monitoring productivity for all functions.
  • Cross-trains in all functions of the department and performs all functions competently.
  • Researches, designs, and coordinates processes to set up or improve various programs or processes within the department.
  • Accomplishes individual and departmental goals and objectives.
  • Provides optimum customer service to all internal customers and assists other representatives with complex work related matters in a courteous and timely manner.
  • Trouble-shoots and researches host and other applicable system errors, determines cause and provides corrective action.
  • Oversees subpoena processing and record retention activities to ensure all legal and compliance requirements are met.
  • Conducts complex research as requested by internal customers and/or senior management.
  • Prepares and appropriately processes by defined deadlines ATM deposits, lockbox/remittance items, e-Deposits, US Mail items, inclearings and returned deposit items utilizing computerized recognition systems.
  • Processes exceptions and adjustments, reports and balances all processed work daily including cash and checks received.
  • Creates, receives, imports and transmits data files related to automated document processing including archive uploads to in-house optical system.
  • Assists with the document management system and teller capture system administrator duties.
  • Ensures all equipment is properly maintained for optimal performance and maintains relationships with vendors to ensure equipment is properly maintained and maintenance agreements are followed.
  • Monitors courier activities and communicates any issues to the vendor and/or branches.
  • Researches and troubleshoots daily production problems (including machine hardware) and out of balance conditions pertaining to the document processing system thus reducing losses to the credit union.



  • Associate's degree (A.A.) or equivalent certification from a technical school.  Bachelor's Degree Preferred.
  • A minimum of 6 years progressive experience in a financial institution with recent experience in an equivalent role.
  • Previous experience with payment processing, check 21 and check collection adjustments.
  • Ability to operate a microfiche reader/printer.
  • Previous experience with automated recognition capture system, NCR iTran 180, OPEX 51 extraction machine and Cummins cash counter. 
  • Demonstrated experience with MS Excel, Word, Outlook, Access, preferred experience with OTG ApplicationXtender, WebXtender, Wausau Image PRS
  • Excellent verbal and written communication.