30+ days ago


Toronto, ON


Operations Administrator (Estates)

This role is a 12-month contract position with the possibility to extend or converted permanent. The Operations Administrator will primarily support Estate settlement. 

Job Purpose & Summary

The Operations Administrator is responsible for various functions and duties related to back office processing and document administration for the payments & clearing function, Estate settlements, and deposit products. The Operations Administrator carries out all work with a high degree of accuracy and attention to detail with a drive to deliver outstanding service to internal teams as they support Member transactions and direct to DUCA Member support.

Key Accountabilities & Duties

  • Process and balance daily Electronic Transfer (EFT) , Cheques and wire transactions including:
    • Review, verify and post all Member and corporate outgoing wire transactions
    • Utilize the One Paper Lane wire platform to action and extract wire information to be settled with DUCA’s correspondent bank
    • Balance daily outgoing wires, cheques, and EFT settled to applicable GLs and accounts daily
    • Process traces and returns as required or requested
    • Correspond with branches and the Retail Helpdesk to resolve wire payment and clearing  issues where applicable.
    • Correspond with One Paper Lane and corresponding bank to investigate and resolve technical matters, service delays and other issues as required
    • Process all cheque and EFT returns on Central 1’s Online Return System (ORS)
  • Process rejected bill payments and Member requested bill payment traces/recalls including:
    • Download and print all daily bill payment reports from both Universa and Central 1
  • Process ATM exchange adjustments:
    • Set up applicable AFT adjustments for settlement with other Financial Institutions as reported by branches through their ATM balancing process
    • Correspond with Ficanex or applicable Financial Institutions as required
  • Provide deposits administration services including:
    • Process all registered and non-registered deposit products
    • Review daily reports to ensure Member investment are correctly processed
    • Issue posted cheques for Brokers
    • Prepare and mail Member notifications
    • Reconcile previous day’s transactions and documentation
    • Follow up on outstanding transfers and documentation
    • Review and gather estate documentation
  • Provide estate administration services including:
    • Review estate packages received from branches
    • Determine if a Certificate of Appointment is required
    • Check lockout and notes on all accounts and cancel electronic banking access
    • Review outstanding credit facilities
    • Process Saving Share Insurance Claims
    • Process registered product accounts per Concentra’s Estate manuals and DUCA policy
    • Prepare communications with beneficiary, executor, estate representative, and/or lawyer
    • Process all non-registered accounts
    • Answer email inquiries and phone calls from branches, estate representatives, executors, lawyers brokers, corresponding banking partners, and One Paper Lane, escalating unusual or atypical inquiries where needed
    • Administrative duties including scanning and/or filing of miscellaneous papers and other administrative tasks
    • Other duties, as assigned

Occupational Experience & Education Requirements

  • 1-3 years of office or administrative experience
  • 1-2 years of customer service experience
  • Some post-secondary education in business or administrative studies
  • Retail banking experience considered an asset

Knowledge, Skills & Attributes

  • Good computer skills including Excel, Word, email and use of Internet
  • Ability to work quickly and accurately, with strong attention to detail
  • Working knowledge Payments Canada Rules
  • Working knowledge of all DUCA deposit products
  • An understanding of or the ability to learn Registered products regulations, and Estates
  • Experience using a banking system is considered an asset
  • Strong administrative and time management skills
  • Problem-solving and investigative skills
  • Strong customer service and interpersonal skills
  • Excellent verbal and written communication skills
  • Good judgment and decision-making capabilities
  • Ability to organize, prioritize, adapt to change and work in a fast-paced environment
  • Self-motivated and results-oriented
  • Team player

Department: Administrative Services 

Primary Location: Corporate Office

Employment Status: Contract, full-time 

Hours per Week: 38

Job Grade Level: Two (2)

About DUCA

DUCA exists to help people do more, be more and achieve more with their money and their lives. We’re driven by a co-operative philosophy that puts our Members (and Owners) at the centre of every decision we make, gives them a voice in how we’re run, and rewards them for their loyalty by sharing our profits.

At DUCA, we’re dedicated to creating a positive environment where our employees have growth and development opportunities, a healthy work/life balance, opportunities to give back to the community, and a focus on doing what is right for our Members. DUCA offers a competitive total compensation package including base salary, a short-term incentive (bonus) program, a comprehensive benefits program, pension plan, and employee banking benefits.

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

Qualified applicants are encouraged to submit their application. Applications must include both a resume and cover letter.

We thank all applicants but only those considered for an interview will be contacted.