What are the responsibilities and job description for the Loan Administration Specialist position at Mid America Bank?
LOAN ADMINISTRATION SPECIALIST I
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This Loan Administration position is an excellent opportunity for someone who wants to learn the full loan process and build a long‑term career in banking. You’ll gain hands‑on exposure to loan documentation, systems, and regulatory requirements while working alongside experienced lending professionals. We invest in our associates and actively support development, training, and internal career growth.
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Job Information
Reports To: Director of Loan Administration
Department: Loan Operations
Location: Wardsville
Direct Reports: None
Hours: 40 hours per week, Monday-Friday, 8:00-4:30, the work hours can be flexible
Pay Status: Salary, Exempt
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Job Overview
The Loan Administration Specialist is responsible for handling the loan servicing administrative aspects of the bank’s loan portfolio. This includes maintaining accurate records, ensuring regulatory compliance, and supporting loan officers and clients throughout the loan lifecycle. The role requires strong attention to detail, knowledge of lending procedures, and the ability to work collaboratively across departments.
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Key Responsibilities
Loan Payoffs & Releases
- Monitor paid loan and exception reports and process paid‑off loans in a timely manner
- Prepare, record, and track full and partial deeds of release
- Prepare and file UCC terminations at the state and county level
- Prepare title lien releases and coordinate delivery to appropriate parties
- Quote loan payoffs to internal associates, customers, title companies, and insurance companies
Loan Servicing & System Maintenance
- Process loan payoff, payment, and advance transactions accurately
- Review loan records for accuracy and ensure proper system updates following payoffs, releases, or advances
- Maintain accurate collateral, lien, and loan documentation records in the core system
Secondary Market Transactions
- Process secondary market funding transactions in a timely and accurate manner, ensuring compliance with internal procedures and investor requirements.
- Review IRS Form 1098 statements for accuracy and resolve discrepancies as needed.
Documentation & Imaging
- Scan, index, and verify loan documents in the imaging system
- Ensure loan files are complete and maintained in accordance with bank policy and record retention requirements
Compliance, Controls & Support
- Ensure loan documentation and releases comply with bank policies, procedures, and applicable state and federal regulations
- Identify, research, and escalate documentation or collateral exceptions as appropriate
- Assist with internal audits, loan reviews, and regulatory examinations by providing documentation and responding to requests
- Maintain confidentiality of customer and bank information at all times
Collaboration & Service
- Work collaboratively with loan officers, branch staff, title companies, attorneys, and third parties to resolve issues
- Provide timely, professional service and clear communication regarding loan payoff timelines and documentation status
Other
- Perform other duties as assigned
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Qualifications, Skills and Abilities
Education & Experience
- High School Diploma or equivalent required
- Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred
- 1–3 years of banking, loan operations, title company, or legal experience preferred
- Equivalent combinations of education and experience may be considered
Technical & Professional Skills
- Proficiency in Microsoft Office (Excel, Word, Outlook)
- Experience with core banking systems, loan servicing platforms, and imaging systems preferred
- Knowledge of loan documentation, lien perfection, and collateral tracking preferred
- Familiarity with bank loan policies and regulatory requirements preferred
Core Competencies
- Strong attention to detail and high degree of accuracy
- Excellent organizational and time‑management skills
- Ability to manage multiple tasks and deadlines in a fast‑paced environment
- Strong written and verbal communication skills
- Ability to work independently and collaboratively
- Ability to handle confidential information with discretion and professionalism
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Equal Opportunity Statement
Mid America Bank is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and welcome applications from all qualified candidates regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or veteran status.