POSITION SUMMARY:

The Technology Quality & Documentation Specialist plays a critical role in ensuring the integrity, consistency, and compliance of the credit union’s technology vendor relationships, contracts, procedures, and digital document repositories. This position supports vendor lifecycle coordination, contract review and redlining, audit preparation, and cross-functional risk management efforts. A key focus of the role is driving quality and organization within digital documentation, including supporting retention initiatives across shared file servers, cloud storage solutions (SharePoint), and the enterprise document warehouse (Synergy).

QUALIFICATIONS AND SKILLS

Education & Experience - Applicants must possess the following qualifications or an equivalent combination of education and experience:

• Education: Bachelor’s degree in business or related field with three years of management experience; or associate’s degree with 5 years of management experience.
• Experience: 3–5 years of financial operations and/or internal service experience, including prior management of financial operations, helpdesk and/or end user support teams.
• Financial services/credit union experience preferred.
• Should possess working knowledge of financial technologies, products, and services.
• Episys core experience is a plus.
• Prior internal service leadership is a plus.

KNOWLEDGE/SKILLS/ABILITIES (INCLUDING TECHNICAL & SYSTEMS/EQUIPMENT PROFICIENCIES)

• Possess leadership, interpersonal, and communication skills.
• Strong organizational skills and attention to detail.
• Excellent computer skills required.
• Strong problem-solving skills.
• Advanced knowledge and experience with banking related technologies and services.
• Extended periods of time working in front of computer monitor.
• Travel/Drive to various work locations for business related matters, this will be limited to 4-6 times per year, unless the credit union is under a disaster recovery or business continuity scenario.
• Microsoft Office Suite, particularly: Outlook, Word, and Excel
• Web-based vendor systems

PHYSICAL REQUIREMENTS

• Lifting (5-10 pounds)
• Standing/Sitting extended periods of time, while working in front of computer monitor
• Typing / Data Entry
• Professional Office Environment
• Overhead Lighting

TRAINING AND COMPLIANCE REQUIREMENTS

Subject to the compliance requirements of all related federal regulations, including but not limited to; the Bank Secrecy Act (BSA), Anti Money Laundering (AML), Information Security and Privacy policies and procedures. Employees complete annual BSA, AML, Information Security, Privacy, and other job-related training requirements as established by the Summit and within deadlines

Technology Vendor, Contract, and Due Dilgiance

• Coordinate all aspects of technology vendor relationships, including onboarding, communications, escalations, and lifecycle management using the credit union’s vendor management software.
• Support vendor selection processes by coordinating RFPs, product evaluations, demos, and scoring models.
• Track and report on vendor performance metrics; facilitate quarterly or annual vendor reviews with technology leadership.
• Collaborate with Enterprise Risk Management and Vendor Management teams to draft, review, and redline contracts for new agreements, renewals, and amendments.
• Interpret and summarize complex contractual language (e.g., SLAs, indemnification, liability, auto-renewal terms) for technology leadership review.
• Ensure contracts and supporting documents are properly archived, tracked, and compliant with credit union standards for data security, privacy, and regulatory requirements in coordination with Information Security and Risk teams.
• Support the credit union’s centralized repository of active agreements and key contractual terms (e.g., renewal dates, termination clauses, escalation rights).
• Maintain accurate documentation for all vendor due diligence, SOC reports, compliance attestations, and support files.
• Assist in gathering documentation, access logs, and vendor materials required for technology risk assessments.
• Track the status and completion of annual and event-driven assessments across critical vendors and platforms.
• Coordinate and enter Purchase Orders (POs) in alignment with budgeted projects and recurring vendor services.
• Track invoice approvals and route them through the appropriate systems on behalf of Technology leadership.
• Reconcile invoices against contract terms to ensure accuracy and proper payment.
• Support technology department budget tracking, flagging renewals, pricing changes, or potential overages for review.

Digital Document Management

• Support the organization-wide governance for digital document storage.
• Assist with the cleanup and consolidation of legacy files across network drives and shared file servers, reducing data duplication and improving structure.
• Help implement consistent naming conventions, archival strategies, and retention policies across business units in alignment with compliance requirements.
• Serve as a key contributor in the multi-phase cleanup and reorganization of the credit union’s digital document warehouse (e.g., Synergy), partnering with departments to review, classify, and purge outdated files.
• Work with Risk and Compliance teams on records management to ensure all documentation technology processes align with the credit union’s retention schedule, privacy policies, and audit readiness expectations.
• Provide general support for departmental and enterprise documentation initiatives, including migrations, audits, cleanup projects, and digital organization efforts.

Procedure & Operations

• Support the formatting of technology procedures, process maps, user guides, and other internal documentation.
• Ensure all documentation aligns with regulatory requirements, internal controls, and audit findings.
• Coordinate annual procedural review cycles and gather feedback from relevant technology leaders.
• Collaborate with Risk and Compliance to ensure procedural documentation aligns with enterprise frameworks.
• Coordinate scheduling and materials for vendor meetings, legal reviews, and committee presentations.
• Support credit union’s software for the delivery of summaries, dashboards, and trackers related to vendor status, spending, compliance items, and contractual events.
• Support cross-functional teams in responding to vendor-related questions, compliance documentation requests, or audit findings.

Other Responsibilities

• Support credit union projects as needed.
• Assist in all other duties as assigned.
• Note: The above information on this job has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.