Lending Records Unit Supervisor

Job Summary 

The Lending Records Unit Supervisor oversees the lending document repository including file structuring, document integrity, records retention, application process management and loan operations workflow routing. The Lending Records Unit Supervisor is responsible for monitoring and guiding training and workflow for the Lending Records Unit staff. The Lending Records Unit Supervisor serves as a resource for the lending staff, CAS Units, support departments and credit administration management.

Essential Duties 

• Supervises the Lending Records Unit staff, workflow and operations related to the loan document repository, loan process workflow routing and loan funding processes including, but not limited to, document archive structure and organization, records retention, processing workflow and loan funding deposits and wires.


• Assists in the hiring and development of human resources to induce the best possible quality of department work output in order to meet the organizational goals and objectives. 


• Monitors Lending Records Unit performance – developing/maintaining service level agreements, creating/reviewing metrics, maintains accuracy and processing time tracking, etc.


• Develops and maintains Unit Desktop Procedures


• Identifies process enhancements, creating and driving action plans, implementing improvements, measuring effectiveness and continuous monitoring related to collateral servicing/monitoring and loan data integrity.


• Administers the loan document repository management including but limited to support case entry and resolution, user acceptance testing and validation, parameter reviews/updates/change control, management/regulatory reporting, etc. 


• Drives and monitors assigned projects to completion


• Approves transactions for department staff within established scope of authority.


• Prepares assigned reports for Bank management and departments. 


• Functions as a Unit Liaison between CAS, Lending Staff, Support Departments and Credit Administration Management


• Supports Lending Staff training by communicating changes, presenting training topics, Loan Documentation procedure review, FM form review, etc. 


• Supports and assists Credit Administration Services Manager with responding to audit requests and inquiries related to the loan document repository. 


• Responsible for maintaining regulatory and industry knowledge related to all aspects of banking and lending, and assuring compliance with all Bank policies and procedures as well as applicable state and federal regulations.

• File Review 

Required Knowledge: 

• Bank Secrecy Act (BSA)


• Real Estate Settlement Procedures Act (RESPA)


• Regulation AA (Unfair or Deceptive Acts or Practices)


• Regulation B (Equal Credit Opportunity)


• Regulation CC (Expedited Funds Availability Act)


• Regulation  E (Electronic  Funds Transfer Act)


• Regulation P (Privacy Act and Safeguarding Customer


• Uniform Commercial Code (UCC)


• California Civil Code


• Fair Debt Collection Practices


• Regulation Z (Truth in Lending Act)


• Regulation BB (Community Reinvestment Act)


• Regulation DD (Truth in Savings)


• US Patriot Act


• Regulation 0 (Federal Reserve Act and Federal Deposit Insurance Act)


• Regulation C (Home Mortgage Disclosure - HMDA)


• Regulation U (Governs Margin Securities)

Basic Knowledge, Skills and Abilities 

• Clear understanding of the English Language (Spoken & Written)


• Microsoft Office Products (Excel, Word, Outlook)


• Laserfiche imaging application


• Jack Henry & Associates core operating system


• Argo account opening application


• Basic  Mathematics  Skills


• Customer Service Skills


• Strong typing skills


• Critical Thinking, Judgment & Problem Solving Skills


• Ability to actively listen & learn


• Ability to use oral communication techniques to sell products or services


• Ability to respectfully communicate with Supervisors and Co-workers


• Ability to effectively deal with unpleasant, angry or discourteous people

Officer Title Eligibility

For qualified positions, the Bank may designate an Officer Title to an employee who seeks and/or meets defined competencies for an eligible position. This position qualifies for the officer title(s) Assistant Vice President.

Equipment Operated:

• Desk top Computers 


• Standard Office Equipment (copiers, scanners, fax machines) 

Physical Requirements & Work Environment 

• Requires sitting for prolong periods of time.


• Requires lifting up to 15lb


• Office setting w/controlled temperature

Education and Experience 

• High School Diploma or equivalent required

• 10 years loan administration / records management experience or equivalent

As a part of the Bank’s internal control systems, employees holding sensitive positions are required to be absent from their duties for a minimum of two consecutive weeks each year. This position has been deemed to meet the test for a sensitive position, and therefore you will be required to meet the minimum absence requirement each and every year. 

This job description is not intended to be all-inclusive, and employees will be required to perform additional related work duties as assigned by their immediate supervisor and/or management.

Farmers and Merchants Bank of Long Beach reserves the right to revise or change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.