Commercial Adminstrative Assistant
Department: Commercial Banking
Reports to: Commercial Banking Manager
FLSA Status: Hourly Non-exempt
Grade: The grade of the position for each branch is determined by office portfolio size and employee skills/experience. Contact the Human Resources Director
Statement of Hire:
At the Bank of the Pacific, we are committed to delivering memorable service beyond the customer’s expectation, to include both external and internal customers. We consistently demonstrate our values through teamwork, open communication, integrity, honesty and respect for others. Additionally, we will maintain a professional appearance through dress, conduct and an orderly work area.
A successful candidate will possess these qualities and be enthusiastic, professional and of high ethics. They will embrace our Mission, Vision and Values and actively contribute to our success.
The Commercial Administrative Assistant (“CAA”) provides first line customer service and administrative support of a commercial banking team:
Customer Service: The incumbent provides direct and/or indirect customer service, troubleshoots, analyzes and remedies customer problems and or inquiries within established. Acts as a liaison between customer and various departments. May open new accounts, sell cash management services, or establish consumer loans incidental to commercial relationships. May make joint calls with officers to ensure successful customer relationships.
Administrative Support: Prepares reports and ticklers, maintains files; prepares correspondence and presentations; and maintains office facilities, in support of a commercial banking team.
Position Overlap: While there can be some job content overlap between the CAA, Credit Analyst, and Commercial Documentation Specialist responsibilities depending on the office’s portfolio size, there is a clear difference in concept. The CAA has greater emphasis with first line customer contact, support and administrative functions in support of the office, and is characterized by lesser involvement in lending operational activities (document preparation, processing, servicing, etc.).
Commercial Administrative Assistant I
- Greet customers and prospects who enter the office, providing information and prompt solutions as necessary.
- Answer telephone to respond to inquires and ensures prompt response and problem resolution concerning client relationship activities and operations; may refer calls to appropriate person.
- Receive and process incoming customer requests for advances, paydowns, transfers and wires. Within assigned scope of authority and within terms of lending limits the incumbent will advance for overdrafts, assist with credit extensions and draws on credit facilities.
- In some offices, offer depository and cash management products as appropriate; refer client to other product specialists as needed. May generate some routine consumer loans incidental to commercial relationships.
- Maintain current knowledge of commercial account products and procedures to resolve problems and answer questions from clients
- Type, assemble and distribute written materials such as forms, correspondence, invoices, reports and schedules in accordance with established procedures.
- Sort, file, classify, and retrieve material in an established (manual or on-line) filing system including but not limited to customer credit files.
- Log information into manual or automated systems; tracks and monitors progress and/or disposition of requests, actions, files, documents, programs, etc. This includes but is not limited to setting up and maintaining a tickler for follow-up files related to credit information and other information. Reports past due items to officers.
- Maintain office facilities including collection and distribution of incoming and outgoing mail; corresponds with and pays vendors; ensures security procedures are followed; maintains client credit information and other files; orders supplies; delivers needed copying and other image processing.
- Assist office staff by scheduling appointments; maintaining calendars; screening calls/visitors; preparing expense forms; coordinating arrangements for meetings and conferences; preparing and assembling presentation materials; may attend meetings and take/distribute minutes
- Search records, both internal and external, such as UCC searches, credit reports, county property records, prospect data bases, secretary of state records, client on-line records, and others, to locate specific information; checks materials for accuracy, completeness and/or procedural compliance; compares data to identify similarities and differences; compiles such information in a variety of ways. May set up simple spreadsheets.
Commercial Documentation Specialist Support:
The Commercial Administrative Assistant provides a variety of functions normally done by a Commercial Documentation Specialist whenever required by work volumes or absence of a Commercial Documentation Specialist. This includes but is not limited to:
- Issuing of documentation requests to a central documentation office and follow-up for receipt and review for accuracy of commercial loan documents.
- Checking with various public and internal data sources to ensure the legal status and identification of borrowers and collateral location and liens.
- Ordering third party documents as necessary such as, but not limited to, appraisals, flood certifications, title reports, and environmental reports. Correspond as necessary with said parties to process documents as necessary, such as, but not limited to, the recording of real property documents.
- Organize and deliver documents to customers for signature, or to Commercial Banking Officers, escrow officers, or others, according to an intuitive and efficient order, and in files or folders.
- Maintaining collateral such as extending UCC’s and recording deeds of trust, processing negotiable collateral,
- Maintaining collateral files.
- Maintaining a collateral tickler and/or other data bases.
Credit Analyst Support:
The Commercial Administrative Assistant provides a variety of functions normally done by a Credit Analyst whenever required by work volumes or absence of a Credit Analyst. This includes but is not limited to:
a) Reviewing and processing borrowing base data.
b) Administering construction draw advances and related controls.
c) Processing covenant checks.
d) Spreading financial statements.
e) Completing routine approval, problem loan, and other loan memoranda.
All employees are accountable for compliance with all laws, regulations and adherence to established internal controls and procedures when performing their job duties. Each employee is expected to be familiar with the legal and regulatory requirements and internal controls affecting his or her job responsibilities. It is the affirmative duty of each employee to carry out these responsibilities at all times in a manner that complies with all applicable legal and regulatory requirements and internal controls. All employees shall be responsible for communicating upward, problems in operations, noncompliance with the code of conduct, or other policy violations or illegal actions. Employees must participate in required training on pertinent compliance laws and regulations as required by the Bank of the Pacific.
All employees will be committed to maintaining a high level of compliance with the Bank Secrecy Act and Anti Money Laundering, USA PATRIOT Act and Financial Recordkeeping regulations recognizing that all three acts are important tools in federal efforts to combat organized crime, terrorism and drug trafficking.
Education / Experience:
Commercial Administrative Assistant I:
- High school diploma or equivalent.
- 1 - 2 years job related experience working in a commercial banking customer service and/or support environment
- General understanding of commercial account operations and products.
- Previous PC training/experience is required.
Commercial Administrative Assistant II: All as for a CAA I except:
- 3 years of progressively responsible related work experience, with a minimum of one year at the CAA I level or equivalent.
Skills / Knowledge / Abilities:
- Operation and care of standard office equipment, including PC or computer terminal.
- Software applications as required by specific job duties.
- Internal policies, standards, procedures and practices to the assigned function.
- General understanding of collateral requirements and other loan terms with general exposure to loan documentation.
- State and federal regulatory/reporting/recording requirements pertaining to assigned function.
- Communicate effectively in oral and written communication.
- Perform non-complex arithmetic.
- Establish and maintain effective internal/external working relationships as required by specific job duties.
- Ability to meet deadlines and conduct timely follow-up.
Commercial Administrative Assistant: All of that for a CAA I plus:
- Business arithmetic, such as fractions, interest computation, percentages and decimals.
- Knowledge and experience reviewing financial data and credit information.
- Business English.
- Procedures/forms relating to the activities of the assigned work unit.
- Prepare documents, forms and communications with accuracy and attention to detail.
- Independently examine/validate documents, identify variances, errors or procedural non-compliance and take appropriate action to correct.
Working Conditions / Environment / Potential Hazards:
- General office environment
- May be necessary to work extended hours
- Periodic Travel required
- Able to sit or stand for an extended period of time
- Able to lift up to 25 lbs
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