What are the responsibilities and job description for the COMMERCIAL BANKING ASSISTANT position at Hawthorn Bank?
COMMERCIAL BANKING ASSISTANT
SUMMARY
This position provides direct support to commercial bankers by preparing and assembling loan documentation, coordinating communication with customers, and performing a range of administrative duties. This position requires a high degree of accuracy, attention to detail, and strong organizational skills. This position interacts regularly with commercial bankers, credit analysts, loan operations, retail staff, and customers. Work is performed within the framework of standard operating policies and procedures; however, independent judgment and discretion are required in performing assigned tasks.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Conduct research to prepare and assemble commercial loan files using internal systems and approved external resources; proofread all documentation for accuracy and completeness.
Coordinate and prepare commercial loan extensions, gather required file materials, and forward to centralized loan processing; review and distribute executed documents as needed.
Assist commercial bankers with loan closings, including document preparation, general correspondence, and customer follow-up.
Review title commitments, pull flood determinations, conduct UCC searches, and analyze entity documents to confirm ownership and signing authority.
Scan and index loan documents into the bank’s cold storage system, ensuring proper naming conventions and organization.
Provide customer service in person and by phone; greet and assist visitors, answer inquiries, and direct questions appropriately; notarize customer documents as requested.
Perform general administrative duties including filing, distributing mail, and supporting commercial bankers.
Process wire and telephone transfer requests for customers in accordance with policy; process loan payment, draw request, and loan advances.
Receive and track financial statements, enter required data into loan tracking spreadsheets, and follow up with commercial bankers on outstanding items.
Prepare and process payoff letters, demand letters, and legal descriptions.
Coordinate with commercial bankers for document execution and lien releases.
Handle routine transactions and inquiries using independent judgment; address customer concerns professionally and provide appropriate resolution or escalation.
Comply with all banking regulations, policies, and procedures.
NON-ESSENTIAL DUTIES & RESPONSIBILITIES include the following. Other duties may be assigned.
Maintain professional development through job-related seminars, conferences, and training. Represent the bank at community events and participate in outreach activities as assigned. Review and share technical updates and process changes with teammates as needed.
SUPERVISORY RESPONSIBILITIES
None.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
High school diploma or equivalent; additional banking-related training preferred.
Minimum of two to three years of experience in a loan operations or commercial loan support role.
LANGUAGE SKILLS
Ability to read and interpret technical documents and procedure manuals. Ability to write clear, routine reports and business correspondence. Ability to communicate with internal and external customers in both one-on-one and group settings.
MATHEMATICAL SKILLS
Ability to perform basic mathematical operations and calculate rates, ratios, and percentages.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions. Capable of problem solving using established processes and procedures.
OTHER SKILLS AND ABILITIES
Proficient with Microsoft Office (Word, Excel, Outlook). Ability to operate standard office and bank equipment, including scanners and document indexing systems. Strong data entry and organizational skills. Advanced PC knowledge.
KEY CONTACTS--Internal and External
Frequent interaction with commercial bankers, credit analysts, loan operations, retail staff, and customers.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid driver’s license. Notary Public (or willing to obtain).
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
COMMENTS
Position may require the ability to work outside of standard business hours to meet deadlines or attend meetings. Occasional job-related travel may be required.