Loan Documentation Specialist II

This position will perform various duties associated with the proper monitoring and administration of MIB’s loan portfolio. The Loan Documentation Specialist is responsible for ensuring loan files are complete and accurate. This position will monitor all loan documents including documents that will require continuing updates and ensure that MIB files are complete and up-to-date. This person will also assist with the timely reporting of monthly loan reports and reports associated with the loan department as required by bank auditors and regulators. This position is also the frontline for all incoming loan calls and emails to the loan department in general. This position requires initiative in facilitating daily office support activities.

Essential Duties & Responsibilities:

• Review and document new loan files/renewals/modifications as they are booked by MIB.
• Assist with the coordination and preparation of the documentation necessary for loans closed by MIB
• Book and fund new loans.
• Maintain computerized tracking system for documentation assuring that any missing or expired documents are updated.
• Work closely with loan officer(s) on loan projects including working on technical exceptions.
• Ensure all loan participants receive all documentation pertaining to a loan sold to them by MIB.
• Post transactions for master and participant loans, ensuring MIB’s balance corresponds with the sending bank’s balance if necessary.
• Audit all daily posting of transactions to MIB’s operating system, verifying originated, purchased and participated payments. Balance loans to the general ledger. Track daily activity in a spreadsheet daily.
• Prepare requested examiner letters.
• Maintain filing system on a daily basis.
• Provide prompt and quality customer service and support to MIB customers.
• Prepare loan payment notices for all loans originated by MIB.
• Assist with the preparation of monthly board reports.
• Helps train and advise other office support personnel and be able to work in a team environment.
• Assist in gathering reports needed by bank auditors and regulators.
• Ensure that loan maintenance was entered correctly.
• Reconcile general ledger accounts assigned to the loan department.

Additional Duties:

• Responsible for Bank Secrecy Act compliance where applicable in reference to this position.
• Other duties as assigned.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Problem-solving - the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Oral communication - the individual speaks clearly and persuasively in positive and negative situations, demonstrates group presentation skills and participates in meetings.
• Quality management - the individual looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
• Judgment - the individual displays willingness to make decisions, exhibits sound and accurate judgment and makes timely decisions.
• Planning/organizing - the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Strong customer orientation.
• Computer proficiency: Word, Excel and Power Point.
• Good time management skills.
• Excellent attention to detail.
• Work well in a team environment.
• Able to maintain confidential information.

Supervisory Responsibility:

• This position has no supervisory responsibilities, but may assist with the training of newly employed Loan Documentation Specialist.

Work Environment:

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets and fax machines.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires sitting, standing, bending and reaching. May require lifting up to 25 pounds. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machine, calculators, the telephone and other office equipment. Requires normal range of hearing and vision.

Position Type and Expected Hours of Work:

• This is a full-time position.
• Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Flexible work schedules may be allowed when it is feasible, if it allows the employee to perform the essential functions of the job, and will in no way interfere with providing efficient and effective services.

Time Requirements & Travel:

• 95% Administrative/Organizational.
• 5% Travel

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

• Four year degree in business related field, preferable finance or accounting and/or four years of experience in a bank, financial, regulatory setting.
• Ability to work with a variety of computer software including Microsoft Office.
• Highly competent with exceptional organization skills.
• Detail oriented and capable of managing several different projects simultaneously.