Lending Administrative Assistant

Position Summary:

Under the direction of a Senior Vice President (SVP), The Lending Administrative Assistant will manage calendars, organize meetings, welcome visitors, send/receive and manage communication to internal and external customers/vendors on the SVP’s behalf. This position will be responsible for maintaining comprehensive and accurate corporate records, documents, and reports. This position requires excellent communication and interpersonal skills with the ability to provide information and service for a wide range of complex, confidential, and intricate job functions. This position will have the ability to exercise good judgment in a diversity of situations.

This position is also responsible for helping to manage the Senior Vice President’s loan portfolio. Primary responsibilities relating to the loan portfolio are guiding a loan through the lending process. Individuals would be responsible for coordinating with other departments such as underwriting, loan doc preparation, and external vendors such as appraisal and title companies.

The level of this position is based on years of service, education and/or equivalent experience, knowledge level and skill set.

Essential Functions:

To perform this job successfully, an individual must be able to perform each Essential Function and Skill satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1. Manage sensitive matters with complete confidentiality and discretion including sensitive customer and proprietary information and especially decisions directly impacting the global operations of the company.

2. Sustain a daily calendar of meetings and events.

3. Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, proposals with minimal direction and other documents in support of objectives for the organization.

4. Arrange travel and accommodation, prepare expense reports.

5. Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.

6. Excellent communication and time management skills; proven ability to meet deadlines.

7. Ability to function well in a high-paced environment and use discretion to prioritize workload.

8. Draft and prepare correspondence for internal announcements and external organizations.

9. Manage the Senior Vice President’s contacts and be responsive to emails, texts, phone calls, with contacts outside normal business hours.

10. Administer everyday work and evaluate all incoming mail, emails, faxes and process payments/payoffs.

11. Work closely with internal and external customers to meet their needs.

12. Responsible for assisting the SVP with the existing loan portfolio.

13. Be proficient with core banking software, along with Microsoft Office programs. 

14. Perform day-to-day loan maintenance and prepare Loan documentation as required

15. Perform credit checks, flood checks and analyze credit tracking reports. 

16. Obtain and maintain a working knowledge of regulatory requirements as they relate to safety and soundness, compliance and operations.

17. Training and Knowledge of regulations governing lending practices.

18. Maintain and organize loan files according to policy for each type of loan.

19. Request and file required paperwork for each type of loan.

20. Verify account balances, give out account information to customers, print copies of items and/or statements from customer accounts.

21. Manage communications between Senior Vice President and customer throughout the entire loan process and resolve all customer issues efficiently.

22. Communicate all document changes and/or additions to Senior Vice President.

23. Maintain a general knowledge of all loan products.

24. Maintain loan accounts on Bank’s software, collect loan files and documentation for audit and review purposes.

25. Organize, compile, maintain and prepare daily, monthly, quarterly and yearly reports and documents for customers and management.

26. Ability to break down complex problems and arrive at the right solution.

27. Use discretion, confidentiality, and good judgment to handle Senior-Level matters.

28. Assist other Managers and/or team members as directed.

29. Represent the company and the Bank in a positive light through great follow-through skills and sound judgment.

30. Conserve the Senior Vice President time by reading, researching, collecting, and analyzing information as needed, in advance.

31. Organize complex calendars and schedules, resolving any scheduling issues.

32. Makes photocopies, faxes documents, and performs other clerical functions, up to and including filing papers and documents into appropriate files.

33. Assists or prepares correspondence as requested by the Senior Vice President.

34. Participates in administrative staff meetings and attends other meetings and seminars as required and/or requested.

35. The Lending Administrative Assistant position is expected to meet and/or exceed Citizens Alliance Bank’s customer service levels as well as the overall goals of the organization. 

36. All employees are expected to exemplify and follow our core values.

37. Regular attendance and punctuality when reporting to work. 

38. Travel to trade and industry schools and seminars as needed.

39. This position may require installation of a Multi-Factor Authentication (MFA) app on an employee’s personal mobile device. MFA apps are used to authenticate a user’s identity to the system for security purposes.

40. Adhere to and comply with all applicable, federal, and state laws, regulations, and guidance, including those related to BSA/AML, as well as adhere to the Bank’s policies and procedures.

41. Perform other duties as assigned and requested.

Core Values

Humility - We are “blue-collar bankers”. We are relatable, down-to-earth people who greet our smallest customer the same way we greet our largest.

Respectful, Genuine Care for Others - We care about each other, we care about our customers, and we care about our communities.

Finds A Way - This simple put, is nothing more than attitude. It’s a can-do spirit, a desire to help, to contribute, to go above and beyond, and to make a difference.

Effort - We expect a lot of ourselves and hold ourselves to a high standard. We are not entitled, and we need to earn it from our customers and each other every day.

Owning - It - Owning-It or Accountability is a big word that can encompass a great many things. For Citizens Alliance Bank, it’s about ownership. When an employee says they will do something, they follow through and get it done. 

Education and Experience:

Required - High School diploma or GED., Etc. 

Required - Continuing Education to maintain job knowledge.

Required - Three to Five years of assistant experience.

Preferred – Bachelor’s degree.

Preferred – Advance Proficiency in Microsoft Suites.

The employer has the right to revise this position description at any time. The position description is not a contract for employment.

Citizens Alliance Bank is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, gender, sexual preference or orientation, gender identity, gender expression, national origin, disability, veteran status and all other protected classes.