Documentation Control Clerk - 20 Hours
Essential Duties:
Employees are held accountable for all duties of the job.
1) Demonstrates core values and guiding principles as outlined in the Bank’s identity statement.
2) Ensures that all activities and work functions comply with compliance requirements as defined in company polices and procedures and state/federal laws and regulations.
3) Alphabetically files Loan Documentation and Entity files and all loose related documentation.
4) Ensures initial submission of loan files are filed accurately.
5) When subsequent documents are submitted, responsible for ensuring they are stored in the correct file.
6) Paid and Charged-off loan files pulled from active files on a regular basis and sent for retention based on pre-existing requirements.
7) Original files pulled for litigation, etc. are tracked using the out-card system.
8) Electronically scan miscellaneous documents, as needed.
9) On an annual basis, manages the retention process by boxing up and indexing loan documents for transportation, retention and possible later retrieval of loan documents, including instructions for destruction at a later date.
10) Proposes processes to manage the efficiency in the document control area.
11) Other duties as assigned.
Requirements:Required Qualifications [Knowledge (Education), Skills and Abilities (KSAs)]:
1) Minimum of a High School education or equivalent
2) Ability to perform with little day-to-day supervision.
3) Exercises sound judgment and use critical thinking when conducting research.
4) Ability to communicate effectively with Loan Operations staff, loan assistants, loan officers, compliance dept., and credit dept.
5) Must possess the ability to ensure customer confidential information is appropriately protected at all times.
6) Personal computer experience is required, including MS Access.
7) Ability to communicate with all levels within the organization.
8) Ability to follow detailed procedures and ensure accuracy in documentation and data
Preferred Qualifications: Working knowledge of commercial and consumer loan documentation, together with common lending practices and procedures.
Types of Decisions: Some decision making is required, however decisions out of the ordinary must be made with the input of the immediate supervisor or designated contact.
Consequences of Errors: Inability to locate files and improper filing and scanning will affect the Bank’s ability to provide accurate information to customers and legal counsel in the event of a subpoena of documentation.
Contact with Others: Daily contact with branch staff members and regular contact with Loan Operations personnel. Works directly with bank personnel when documentation is requested for retrieval.
Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Ability to lift 25 lbs
- Ability to stand or sit for 4-6 hours at a time.
- Ability to operate standard PC equipment
- Ability to operate standard phone equipment
- Ability to handle stress associated with frequent deadline and large workload.
