Commercial Document Specialist
Department: Commercial Banking
Reports to: Commercial Team Leader
FLSA Status: Non-exempt hourly
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.
This position supports bank lending offices by generating and maintaining requisite loan documentation to ensure documents correctly reflect the bank’s position as intended by all associated credit approvals. Maintenance also includes the final resolution of documents associated with a loan that pays off. This position will also provide customer service support for the office.
In addition to documentation and customer service activities, this position will also be responsible for credit analysis duties by analyzing routine to moderately complex credit information pertaining to loans;
The differences between a Documentation Specialist I, II and III are in the ability to handle increasingly complex documentation with increasing independence. In addition, Senior Documentation Specialists work with great independence and have responsibility to guide or manage other Documentation Specialists and Customer Service Representatives in an office.
This position is different from those in centralized documentation production and servicing operations in that it participates as a member of a lending office working with other lending personnel directly, can often involve customer contact, and is a liaison between the lending office, and the centralized documentation office.
1. COMMERCIAL LOAN DOCUMENT PRODUCTION:
a) Produce documentation evidencing contractual obligations between the bank and customers as pertaining to credit issuance by the bank. Such documents include but are not limited to those that evidence signing authorities, obligations to lend and repay, and collateral positions.
b) Ensure documentation satisfies credit approval requirements of associated loans.
c) Produce routine documentation under the direction of a Commercial Banking Officer, Commercial Banking Manager, or Senior Commercial Documentation Specialist.
d) Check with various public and internal data sources to ensure the legal status and identification of borrowers and collateral location and liens.
e) Order standard documents from a central documentation office by completion of forms that describe needed documents.
f) Document all forms of letters of credit as directed by others.
g) Order 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.
h) Receive and review loan documents for accuracy.
i) Organize and deliver documents to Commercial Banking Officers, escrow officers, or others who will obtain customer signatures, according to an intuitive and efficient order, and in files or folders.
2. DOCUMENTATION FILE RESPONSIBILITIES:
a) Organize documentation into files that allow for the efficient identification and review of documents for any one borrower or loan.
b) Forward originals as required to the central documentation office.
c) Obtain written approval for any waivers to loan file documentation requirements as directed by Commercial Banking Officers or Manager, or Senior Documentation Specialist.
d) Verify documents for accuracy.
e) Notify appropriate Commercial Banking Officers when new/additional documents are required to ensure that the bank’s position is protected.
f) Utilize a tickler system or other organizational tool to track the due date for any documentation outstanding or that periodically expires.
g) Maintain pending files on all incomplete loan documents and review on a regular basis to assure timely completion.
h) Apprise Commercial Banking Officers and Manager of documentation exceptions as directed. Seek to resolve such exceptions as directed.
3. COLLATERAL MAINTENANCE:
(a) Maintain and control negotiable collateral and safekeeping items per policy guidelines.
(b) Issue collateral receipts for all negotiable collateral received.
(c) Update stocks and bonds maintained for collateral purposes as required.
(d) Process negotiable items as required and per instructions from lending officers or the customer.
(e) Release collateral according to Bank policies and procedures as directed by manager.
(f) Obtain disbursement information and required signatures when collateral is released.
(g) Maintain a tickler of expiring collateral items, such as but not limited to evidence of insurance and UCC’s, and renew as necessary.
(h) Notify Commercial Banking Officers and Manager of any notice of event that affects or could affect the bank’s lien position or right to collateral such as, but not limited to, a borrower’s failure to pay property tax, judgments, and purchase money security interests.
4. CUSTOMER SERVICE REPRESENTATIVE SUPPORT:
The Commercial Documentation Specialist provides a variety of functions normally done by a Customer Service Representative whenever required by work volumes or absence of a Customer Service Representative. This includes but is not limited to:
a) Providing initial contact and response for customers entering or phoning the office.
b) Providing customer service in accordance with the bank’s customer service performance standards.
c) Processing payment requests and loan payments in accordance with loan terms and policy.
d) Service SBA loans as directed by others.
e) Accepting and processing deposits or transfers of funds between credit or non-credit accounts.
f) Processing overdraft actions.
g) Producing past due and other credit management reports for officers and management.
h) Utilizing a tickler system or other organizational tool to track the due date and currency of any financial reporting and credit information for borrowing customers that periodically expires; take action to collect and/or update and apprise Commercial Banking Officers and Manger.
i) Receiving and disbursing all forms of funds such as cash, cashiers checks, and wires.
j) Responding to and researching customer inquiries in a timely manner, keeping customer informed of progress. Correct problems as necessary.
k) Maintaining a good knowledge of all Bank products and services.
l) Occasionally opening new deposit and other non-credit accounts, and generate routine consumer loans incidental to the management of commercial customers.
m) Managing supply orders, vendors, and other office facility needs.
5. CREDIT ANALYST SUPPORT:
The Commercial Documentation Specialist 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.
6. COMMUNICATIONS. INTERPERSONAL RELATIONS, GENERAL WORK BEHAVIORS:
a) Interact with customers, co-workers, and managers using effective listening, and speaking
b) Project a positive and professional image through dress and conduct.
c) Maintain an orderly work area.
d) Perform routine duties independently.
e) Actively support an atmosphere of teamwork and enthusiasm. Maintaining open lines of communication.
(e) Project a positive and professional image through dress, conduct and an orderly work area.
(f) Maintain confidentiality of all customer records, accounts and transactions.
7. PERFORM OTHER DUTIES AS ASSIGNED BY MANAGEMENT.
Adhere to established Bank policies and operational compliance requirements when conducting loan transactions.
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:
a) High School diploma or equivalent
b) One year banking experience to include credit related and customer service experience.
c) Zero to two years loan documentation and credit experience.
d) Ability to organize with attention to detail.
e) Good decision making based on sound reasoning and facts.
f) Good ability to follow-up timely.
g) Service-Plus Certified
h) Understanding of the bank policies and procedures
Skills / Knowledge / Abilities:
1) Type 25 wpm
2) Familiarity with on-line computer systems.
4) Knowledge of Microsoft Word and Excel
(b) Interactive and Social
1) Above average courtesy and tact in dealing with community and peers.
2) Strong professional, interpersonal and communications skills.
3) Works well under immediate supervision
4) Ability to communicate orally and written in a courteous and professional manner.
Working Conditions / Environment / Potential Hazards:
a) General office environment
b) May be necessary to work extended hours
c) Periodic Travel required
a) Able to sit or stand for an extended period of time
b) Able to lift up to 25 lbs.
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