Technology Quality & Documentation Specialist

Job Description

Job Description

STATUS : Full-time / Exempt

REPORTS TO : Vice President of Information Technology

LOCATION : Rochester, Corporate Office

HOURS : 37.5 hours per week

COMPENSATION : The starting salary for this position is expected to be $68,000-$78,000. The actual compensation will be determined based on experience and other-job related factors, consistent with applicable law.

SCHEDULE : Monday through Friday 8 : 30am- 5 : 00pm.

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).

Essential Responsibilities :

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

Procedure & Operations

Other Responsibilities

Qualifications and Skills

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

Knowledge / Skills / Abilities (including Technical & Systems / Equipment Proficiencies)

Physical Requirements

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.