Records Management Specialist

JOB SUMMARY

This area will maintain the records management of all the consumer and commercial files and the retention of those files and support the loan closing process or exchange or satisfaction of records.  This area is also responsible to review general ledger accounts, and processing of mailed payments and payment return processing.

ESSENTIAL DUTIES:

• Responsible for verifying that the new commercial and consumer loans have been scanned/imaged on Bank Manager, just a fast random check to make sure the new loans have been scanned under proper borrower name and scans are clear and readable.
• Responsible for loan payoff’s to include; Creating loan payoff statement, Mail merge, move paid loans to mail merge spreadsheet and to file, pull closed loans from vault, stamp notes paid and mail all correpondense.
• Responsible for the process of Mortgage Satisfactions, Terminations of Assignment of Rents, Title Releases, UCC Terminations, and Assignments; anything dealing with a loan payoff, release of collateral or substitution of collateral.
• Responsible for to print Non post Transaction Report, correct Non post Items, process Mail Payments, Balance Cash Items, Loan Non-post, Loans in Process, Deferred Fees, Loan Participation payable,  Loan Escrow.
• Responsible for processing payment returns whether by return check, AFT, or ACH.
• Process all lockbox loan payments.
• Troubleshoots and makes adjustments to equipment when necessary.
• Responsible to follow through with any responsibilities or tasks that may be needed for follow through on the above responsibilities, such as emailing supervisor or other area’s of the bank which the responsibility may effect.
• Performs other duties as assigned.

ADDITIONAL RESPONSIBILITIES:

• Attend seminars and meetings as appropriate
• Maintain confidentiality in accordance with the Code of Ethics
• Adhere to established security procedures
• Participate in proactive team efforts to achieve departmental and company goals.

SUPERVISORY RESPONSIBILITIES:

• No Supervisor Responsibilities

KNOWLEDGE, SKILLS, AND ABILITIES:

• Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services.  This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• English Language – Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Communication— Excellent interpersonal communication skills, both oral and written.
• Clerical – Knowledge of administrative and clerical procedures and use of personal computers, managing files and records, and other office procedures and terminology.
• Banking-- Knowledge of financial industry, bank dynamics, and bank security and transaction policies.

• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Monitoring – Monitoring/assessing performance of yourself to make improvements or take corrective action.
• Bank Secrecy Act – In the performance of all the respective tasks and duties, employee will maintain knowledge of Bank Secrecy Act regulations and all other regulatory, security and bank policies and procedures.

EDUCATION AND EXPERIENCE:

• High School Diploma or equivalent
• One  to two years’ bank-related experience
• Or equivalent combination of education and work experience.

PHYSICAL/WORK CONDITIONS:      In the performance of respective tasks and duties, the employee is expected to successfully perform the essential functions of the position.  Reasonable employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.  While performing duties the employee is required to sit, talk and hear frequently, lift up to 10 lbs. occasionally; and attend remote meetings.

DISCLAIMER:     This job description in no way should be construed as a contract for employment.   These job duties may be subject to change at any time due to reasonable accommodation or other reasons.  Nothing in this job description restricts management’s right to assign or reassign essential duties and responsibilities to this job at any time.