Loan - Business Banking Administration Assistant

Description

Position Summary

The Loan Administration Assistant provides administrative and servicing support to the Business Relationship Manager, Business Banking Administrators and Bank Officers across the full life of commercial and agricultural loans. The role handles customer inquiries, loan file maintenance, document tracking, post-closing recording and collateral perfection, and paid-loan releases, while protecting customer information and following bank policy and regulation.

The ideal candidate is detail-oriented, service-minded and comfortable working with legal documents, county and state filing offices, and multiple bank systems.

Essential Duties and Responsibilities

Customer service and communication

• Answer routine phone and email inquiries courteously and professionally regarding loan advances, payments, balances, payoffs and general questions.
• Answer incoming branch calls and transfer them to the appropriate department.
• Greet walk-in customers and direct them to the proper department.
• Retrieve statements and check images as requested by customers.
• Know the bank's loan, deposit and cash management products, and actively cross-sell services to support the bank's growth goals. Refer customers to Universal Bankers, Lenders and Customer Service as needed.
• Schedule loan closings and officer appointments; coordinate with title companies, attorneys, appraisers and insurance agents.

Loan support and servicing

• Provide administrative support to the Business Relationship Manager, Business Banking Administrators and Bank Officers.
• Process line-of-credit advances, loan payments and pay-downs; prepare payoff statements.
• Assist lenders in assembling loan request packages: gather borrower financial statements, tax returns and other documentation.
• Order and track credit reports, flood determinations, UCC and lien searches, title commitments and appraisals as directed.
• Assist with renewals and maturities: notify officers of upcoming maturities and required renewal documentation.

File maintenance and tracking

• Create new commercial loan files; maintain, file and image documents and correspondence in the bank's imaging system.
• Update and maintain the tickler/exception tracking system; follow up on insurance policies, financial statements, tax returns, covenant reporting and other required documents.
• Review loan files for completeness and accuracy; maintain and clear the documentation exception list.
• Help prepare past-due, maturity and exception reports for the Business Relationship Manager and loan committee.

Post-closing and collateral perfection

• Process loans after closing, including UCC financing statements, mortgages, grants and other filings with the Secretary of State, County Recorder and Driver & Vehicle Services (titles/liens).
• Record documents using e-recording software; set up, update and follow up on outstanding recording tasks.
• Track recorded documents, title policies and vehicle titles until returned, and confirm lien position.
• Monitor UCC continuation dates and file continuations before lapse.

Paid loans and releases

• Process paid loans, including mortgage satisfactions, partial releases, UCC terminations and amendments, assignments and releases of grants.
• Release vehicle and equipment liens and return original titles and collateral documents to customers.

Transactions and funds movement

• Prepare wire transfer documents using proper verification and signatures per policy and procedure.
• Complete internal transfers requested by customers after properly verifying identity in person or by phone.
• Issue official checks after verifying funds are available and obtain required officer endorsements.
• Assist in daily dual-control functions, including official checks and wire transfers, according to bank policy.

Compliance and general responsibilities

• Comply with all applicable federal and state laws, regulations and guidance, including the Bank Secrecy Act, USA PATRIOT Act, OFAC and Regulations CC, D and E.
• Complete Customer Identification Program (CIP) and beneficial ownership documentation for business borrowers and guarantors; identify and report potential suspicious activity to the BSA/AML Officer.
• Follow bank policies and procedures, including loan policy, information security and privacy; protect confidential customer and bank information.
• Recognize and escape social-engineering and wire/payment fraud red flags (e.g., changed payment instructions, urgent requests).
• Complete required training and participate in educational programs to build knowledge of bank policies, programs and systems.
• Keep the supervisor informed of important matters needed to manage department operations effectively.
• Support bank goals and the values of the mission statement; contribute to a friendly, cooperative working climate.
• Assist others to keep work current and meet deadlines; cover vacations and other absences and serve as backup to other Business Banking or operations staff.
• Perform other duties as assigned.

FULL-TIME BENEFITS

• Medical
• Dental
• H.S.A, and F.S.A
• Life Insurance
• Long Term Disability
• Supplemental Insurance
• 401K
• Paid Time Off
• Holidays-6 Paid

Part-Time Benefits

• Earned Sick and Safe Time

Requirements

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill and ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Required

• High school diploma or GED.
• 1–2 years of banking, loan support, title, real estate or administrative experience.
• Exceptional customer service, communication, attention to detail and collaboration skills.
• Ability to organize and prioritize work, meet deadlines and manage multiple follow-up items.
• Basic math skills and accurate data entry.
• Proficiency with Microsoft Outlook, Word and Excel.

Preferred

• Associate degree or coursework in business, finance or a related field.
• Commercial or agricultural loan documentation experience; familiarity with notes, security agreements, mortgages, UCCs and business entity documents.
• Experience with Minnesota county recording, Secretary of State UCC filing and DVS title/lien processes, and e-recording platforms.
• Experience with a bank core system, loan document software and document imaging.
• Notary Public commission (or willingness to obtain one).

Essential abilities

Language: Read and interpret documents such as safety rules, operating instructions and procedure manuals; write routine reports and correspondence.

Math: Add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals; compute rate, ratio and percent.

Reasoning: Solve practical problems involving a variety of concrete variables where only limited standardization exists; interpret instructions furnished in written, oral, diagram or schedule form.

Work Environment and physical demands

The physical demands described here are representative of those an employee must meet to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; and talk or hear.
• Occasionally lifts and/or moves up to 25 pounds (e.g., files and document boxes).
• Vision requirements include close vision, distance vision and the ability to adjust focus.
• Normal office environment with moderate noise; regular customer contact in person and by phone.
• Occasional travel to the county recorder's office, other branches or training may be required; a valid driver's license is preferred.