Administration assistant Jobs in York, ON

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 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 DUCA 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.

Manager, Deposits & Estates Administration

DUCA is looking for a Manager, Deposits & Estates Administration to join our growing team!

Job Purpose & Summary

The Manager, Deposits and Estates Administration, leads the team responsible for delivering operations and activities related to deposit and estate account administration. Leading and managing the team responsible for DUCA’s registered products, fixed term investments, estate settlement, CRA tax preparation and reporting, this position will ensure DUCA policies as well as Concentra and legislative requirements have been met in addition to regular reporting requirements. This role ensures that administrative work is carried out with a high degree of accuracy and attention to detail with a drive to deliver outstanding service to internal teams and Members.

Additionally, this position will develop, document, and assess the controls and systems used, troubleshoot issues, and provide technical expertise and guidance for both internal and external stakeholders. This position also identifies areas where automation or efficiencies are possible and implements changes to processes, forms, and workflows as needed.

Key Accountabilities & Duties

• Lead and develop the Deposits & Estates team, including hiring, training, coaching, and all other aspects of people management and development, in a manner that results in high levels of employee engagement
• Participate in new product development, testing, and development and implementation of efficient end-to-end business processes that leverage technology enablers to ensure all new products can be operationalized to deliver a superior Member experience while mitigating risk to DUCA
• Stay current on product and reporting related regulatory requirements and recommend and implement product, policy, process, and procedure changes to ensure compliance
• Oversee deposits and estates administration, including processes related to:
• Registered plan programs
• Deposit broker programs
• Term deposit administration
• Estate administration
• Manage all internal and external reporting requirements; produce regular and ad-hoc reports
• Act as the lead for all internal and external audits related to deposits & estates transactions
• Identify, research, recommend, and implement new or enhanced procedures, systems, and workflows to improve operational effectiveness that support business needs
• Provide subject matter expertise, advice, and guidance to Member-facing employees
• Identify skill and knowledge gaps that may need to be addressed through performance management, coaching, training, and/or business process and procedure development
• Working with the banking system team, lead the process of ensuring interest payments are correctly posted to Member accounts as specified in their product contracts
• Manage and execute the annual production, reconciliation, and distribution of Member tax slips (T4RSP, T4RRIF, T5, NR4, T4A, RL3 and RSP contribution slips) by the date required by CRA and ensure all regulatory filings are submitted within the required timelines. Ensure the review of TFSA error reports and submission of amendments back to CRA
• Develop, implement, and produce appropriate metrics for the function that enable effective resource planning for peak volumes; ensure employees are cross-trained and able to support the administration of all products as volumes dictate

Occupational Experience & Education Requirements

• Undergraduate degree in Business, Accounting, Finance or related discipline, or combination of education and equivalent experience
• 5+ years of experience working with registered and non-registered term deposit products, and estate settling
• 1-2 years’ experience managing a team, with responsibility for the full range of people management activities
• Experience leading or managing a deposits administration function
• Experience with mergers / acquisitions, systems integrations, and conversions, an asset.

Knowledge, Skills & Attributes

• Demonstrated ability to take initiative and work independently while exercising mature judgment and decision-making skills
• Strong customer service orientation with the ability to build relationships across the organization
• Strong knowledge of Canadian taxation rules and legislation related to RRSP, RRIF, TFSA, RESP, Estates
• Strong knowledge of Payments Canada Rules
• Strong knowledge of Fiserv’s DNA core banking system
• Strong computer skills including MS Office
• Critical thinking, analytical and problem-solving skills with the ability to reconcile data, identify root causes of problems, recommend approaches, and determine potential solutions
• Excellent written, verbal, and interpersonal skills
• Process oriented and possess a continuous improvement mindset with demonstrated experience in process improvements and delivering business efficiencies
• Strong leadership skills and the ability to work in a dynamic team environment with tact and diplomacy
• High level of integrity, ethics, and professionalism with the demonstrated ability to ensure confidentiality and protection of Member data and other sensitive information
• Highly proficient with Microsoft Project and the full suite of Microsoft Office applications, including advanced proficiency in Excel with the ability to produce high-quality, user-friendly reports
• Ability to resolve Member complaints and respond appropriately
• A proactive, self-manager able to work on multiple initiatives at the same time and manage to commitments and deadlines

Working Conditions

• Normal office environment
• Occasional travel to DUCA branch locations

Department: Deposits & Clearing

Primary Location: Corporate Office

Employment Status: Full-Time

Hours per Week: 38

Salary: The annual salary range for this position is $80,494 to $100,617. Actual annual base salaries will vary depending on relevant job-related factors such as experience, knowledge, skills, qualifications, and education/training. This position may be eligible for discretionary bonuses.

Number of Existing Vacancies: 1

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

Our hiring process includes AI screening for keywords and minimum qualifications. Talent Acquisition Partners review all results.

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.