Filing Clerk

WHITEFISH CREDIT UNION

POSITION DESCRIPTION

Position Title : Filing Clerk

Organizational Relationships : Reports to Commercial Loan Servicing Manager


Supervisory Responsibilities: N/A

General Function: Collect loan file items from counter, and file appropriately in vault. Pull paid-off loans as needed. Keep accurate records of checked-out loan files. Keep the vault neat and organized. Process all outgoing mail. Serve as backup to Imaging Specialist.


Position Functions:

• Keep records of all loan materials that are filed in or removed from vault.
• Add new material to, or retrieve material from, loan file records, as requested by the Commercial Loan Servicing Manager.
• Collect, sort and stamp mail, and deliver to post office by 3:45pm.
• Track loan files and materials removed from loan files in order to ensure that borrowed loan files and materials are returned.
• Gather loan materials to be filed from departments and employees.
• Sort and classify loan information according to established Commercial Loan Servicing Manager guidelines.
• Find and retrieve information from loan files in response to requests from authorized users.
• Conduct all research as requested by Members and authorized users.
• Determine how and where incoming loan materials should be classified or filed.
• Answer questions about loan records and files.
• Learn, recommend and apply all established loan file procedures as requested by Supervisor and required by Departmental need.
• Perform periodic inspections of loan materials or files in order to ensure correct placement, legibility, and proper condition.

• Eliminate outdated or unnecessary loan materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements.
• Assist Real Estate Title group by processing weekly reconveyance list by Thursday.
• Assist in cross training LSR department on mail responsibilities as needed.
• Assist Imaging Assistant as needed.
• Serve as backup for Imaging Specialist to ensure information flow.
• Cross-train with other Department Personnel to enable continued workflow.
• Report to work on time and as scheduled.
• Perform other duties as assigned.

Position Requirements:

• Ability to communicate effectively in person, in writing and over the phone with all internal and external stakeholders. Courtesy and tact are essential.

• Ability and willingness to interact calmly and professionally with people from all backgrounds.

• Ability to multi-task, prioritize and organize day-to-day responsibilities with attention to detail and timeliness.
• Ability to follow oral and written instructions.
• Ability to work with others in an effective manner, listen well, share work-related information and be tolerant of others' work styles.
• Competent with Microsoft Office; ability and willingness to work with a variety of office equipment and software systems.

• Ability to lift up to 50 lbs., with or without accommodation.

• Complete mandatory annual BSA training that includes Red Flag, Identity Theft, OFAC, CTR and SAR reporting and thresholds, as well as the safe keeping of member information, and passes any applicable tests.
• Follow all Whitefish Credit Union, Montana and Federal information privacy guidelines.
• Adhere to all Whitefish Credit Union policies and procedures.

• Protect Member and Whitefish Credit Union confidential information.

Required Education and Experience:

• High school diploma or equivalent.
• 1-2 years professional office experience preferred.

Compensation Package

• Competitive starting wage
• 100% employer-paid health insurance for employee
  • FSA (Flex plan) available
  • Telehealth available
• 3% employer 401k contribution (no matching requirement)
• 8% employer pension plan contribution (following first year of employment)
• 11 paid federal holidays (Saturday holidays excluded)
• 17 days of PTO annually, accrued monthly
• Life and disability insurance
• Wellness program
• Social Responsibility Policy - 24 hours annually of paid time for non-profit volunteer efforts
• Tuition Reimbursement Program - application-eligible following one year of employment

This job description is to be considered a general outline of the duties and responsibilities of this position and is subject to change and revision at any time. Position functions and requirements are listed as guidelines only and the job is not necessarily limited to these specifications.