Document Specialist

Primary Function
Prepare, process, review, and support loan and servicing documents from application through closing for First South Farm Credit branches using the TruStage document generation program (DocGen) and related association systems. This career ladder begins with a trainee level focused on structured learning, supervised document preparation, workflow follow-up, file documentation, and foundational quality review responsibilities. It progresses through increasingly independent preparation of routine, moderately complex, and complex loan packages, application of sound judgment, escalated issue resolution, workflow coordination, training support, and team lead responsibilities. Across all levels, the role supports accurate and compliant legal documentation, timely loan processing, effective communication with lending and operations partners, strong internal controls, and a consistent service experience for internal and external stakeholders. *This position can be held at any of our branch locations.
Major Duties & Responsibilities
Loan Documentation Preparation and Processing – 60%

• Prepare notes, lien instruments, collateral documents, and other general loan or servicing documents that accurately reflect the credit desk approval, servicing request, and applicable processing requirements.
• Prepare and process loans from application through close using DocGen and related systems in a timely, accurate, and efficient manner.
• Process simple, routine, moderately complex, and complex loan packages in accordance with District guidelines, legal documentation standards, association procedures, and applicable controls.
• Apply appropriate legal document coding, document selection, and loan-type-specific considerations when preparing loan and servicing documents.
• Complete accurate data entry of PD, LGD, collateral values, loan booking information, and ot her required data to ensure the loan booking represents approved credit terms.
• Prepare and submit properly documented loan funding requests to support accurate and timely loan funding.

Conditions, Collateral, Quality Review, and Compliance – 20%

• Prior to loan closing, confirm that loan conditions outlined in the credit approval are met, documented, and filed appropriately.
• Confirm collateral is properly identified and secured with the loan documents, including quality review of signatures, dates, initials, lien instruments, and related documentation.
• Review new and existing collateral documents to ensure or verify correct lien position and communicate with loan staff to resolve discrepancies.
• Quality check work to support compliance, accuracy, satisfactory audit results, and effective risk management.

Workflow Management, Communication, and Internal Support – 10%
& #x2022; Prepare loan and servicing actions according to applicable processing workflows, procedures, and practices.

• Maintain workflow queues, assigned reports, status updates, and processing timelines to support transparent communication with Sales, Loan Operations, branch staff, and other internal partners.
• Consult and confirm with lenders, analysts, management, attorneys, and other involved parties to ensure loan actions are completed accurately and timely.
• Provide timely, professional, and service-focused communication to internal and external contacts while protecting customer information and maintaining confidentiality.

Other Duties as Assigned/Personal Employee Development – 10%

• Perform other duties and responsibilities as assigned, which may include special projects, procedure updates, testing support, report review, or process improvement initiatives.
• Maintain strong attention to det ail, adapt to changing guidelines, and provide interdepartmental support as business needs evolve.
• Participate in continuous learning activities to sustain knowledge of First South, AgFirst, FCA, and association policy and procedure manuals, system functionality, legal documentation requirements, internal controls, and security practices.