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Administrative Support Officer, Field Accounting and Operations - Canadian Commercial Banking

Requisition ID: 220011

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

Administrative Support Officer, Field Accounting & Operations, Canadian Commercial Banking (Toronto)

Purpose

The Administrative Support Officer (“ASO”) is responsible for contributing to Commercial Banking’s overall success by providing timely and accurate administrative support for the interim reporting process in Commercial Distribution. He/she works closely with other representatives in his/her team as well as with the Commercial Distribution field teams.

In this role you are responsible for monitoring the centralized inbound email account and uploading client reporting items into the Shared Document Repository (SDR) system for Commercial Banking. You will also be required to update the status of items received in the AS/400-based Tracker system for subsequent actioning by the Client Solutions and Relationship Management teams, and for maintaining reporting item receipt dates on monthly Trend sheets.

As well you will be responsible for setting up new client information in Tracker and inputting any changes in coverage teams in the system for various positions.

In addition, you will conduct monthly audits in Tracker to monitor items that are past-due and/or offside, and reports on these items to the Director and Group Lead, Credit Solutions Group (D&GL, CSG) as required.

Accountabilities:

Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.

Provides administrative and processing support for Interim Reporting Process for Commercial Banking by:

• Monitoring the centralized inbound email account for client reporting items on daily basis, and scanning any reporting items received via hardcopy as required;

• Uploading client reporting items into the appropriate client monthly folder in the Commercial Banking SDR, as per established processes and timeframes (within 3 business days of receipt);

• Updating the status of items in the AS/400-based Tracker application once reporting has been received, by changing the reporting item status in Tracker from M1 (outstanding) to M2 (received), to be actioned by the appropriate CSA or Sr.CSA;

• Maintaining report receipt dates on Trend Sheets and ensuring the effective date of each Trend Sheet is current by creating new Trend Sheets on a monthly or annual basis, as required;

• Responding quickly and accurately to any inquiries from CSAs, Sr.CSAs and Client Relationship Managers (CRMs) regarding the uploading and initial status of any client reporting items in SDR or Tracker and escalating more serious situations/problems to the appropriate staff member (as needed), for timely resolution;

• Maintaining the confidentiality of Bank and client information and ensuring security of data and applications used.

Maintain business line portfolio information in Tracker by:

• Accurately setting up new customers and inputting data changes as necessary for existing customers;

• Inputting changes to client coverage team members

Support various projects and initiatives by:

• Assisting with other indexing and/or administrative projects as required, including providing backup coverage for peers in the event of an absence;

• Acting as a Commercial Banking resource for ad hoc requests and initiatives;

• Performing sundry duties as assigned.

Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.

Actively pursues effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk.

Champions a high performance environment and contributes to an inclusive work environment.

Reporting Relationship:

• Primary Manager: Senior Manager, Operations

Dimensions:

• The incumbent works under the guidance of the Senior Manager, Operations and performs routine activities following established procedures and standards. The incumbent is expected to work independently within documented authority levels.

• The position requires a strong customer-service focus, with the demonstrated ability to provide timely and accurate support. Reporting items must be uploaded into the appropriate client monthly folder in the Commercial Banking SDR within 3 business days of receipt in the email account. Monthly audit activities must be completed within 5 business days of the end of each calendar month.

Education / Experience / Other Information:

• Minimum High School Diploma required; completion of post-secondary education program (college or university) in Business or Accounting an asset

• Minimum one year of general business experience preferred; experience in Financial Services an asset

• Good communication and interpersonal skills

• Detail-oriented, self-motivated and a self-starter

• Ability to multi-task and handle a high volume of items when necessary

• Ability to prioritize responsibilities in accordance with established procedures.

• Working knowledge of Commercial Banking work flows with respect to Interim Reporting items

• Strong computer skills and ability to use different software (e.g. Microsoft Outlook, Word, Excel, AS/400- based systems, etc.)

• French as a second language a strong asset

Working Conditions:

• The incumbent works in a standard office environment with no perceived risk of exposure. The position is primarily non-physical with intermittent periods of sitting or standing. The incumbent is required to work on a personal computer.

• Work may be repetitious with moderate pressure around timelines and deadlines. Flexibility to work longer hours may be required at times, based on business demands.

Location(s): Canada : Ontario : Toronto

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, pleaseclick here (https://www.scotiabank.com/careers/en/careers/technical-support-for-applicants.html) . Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.