Job Title:   Credit Administrator Clerk
07 / 24 / 2013
Medina
OH

JOB DESCRIPTION:
JOB SUMMARY: Position will be responsible for administrative and operational support to Loan Operations and Credit Administration including, but not limited to: administration of the department's financial tracking database; creation and maintenance of files for commercial, consumer and mortgage loans; assist in the preparation and distribution of various management and board reports; and manage a number of workflow processes. Equally important are the communication skills necessary to interact with customers, service providers and bank personnel on a regular basis.

A. ESSENTIAL FUNCTIONS (Listed in order of importance, frequency or sequence, 1=most important/frequent, etc.). NOTE: Indicate non-essential accountabilities with an asterisk*. All other functions are “absolutely necessary for this job”.
  1. Manage the One Point information tracking database. Major duties include ensuring that all information received is updated in the system in a timely manner; distribute “tickler” reports to loan officers and management identifying delinquent information; prepare customer letters requesting required delinquent information; and follow up on receipt of information from customers.
  2. Maintain credit files so that all files are organized in a consistent manner. Ensure that information received in the department is placed in the file on a timely basis. Monitor access to credit files and ensure that “out cards” are properly used.
  3. Provide assistance to Loan Operations and Credit Administration in copying materials for loan committee, board meetings and on an as needed basis. Position will also utilize the copy machine for scanning and emailing documents.
  4. Assist loan personnel with payment processing on an as needed basis.
  5. Assist Credit Administration in the preparation and distribution of loan presentations. The position will coordinate with the Portfolio Managers on what is planned for the upcoming committee meetings, prepare committee agendas, prepare copies of presentations, place completed presentations in the appropriate shared folder, and notify committee members that presentations are ready for review. The position will also follow up post committee to ensure that appropriate signature(s) have been obtained and final copies delivered to Loan Operations.
  6. Order appraisals through the appraisal vendor management company on behalf of loan officers. The position will follow up and satisfy additional request from the appraisal vendor. Position will monitor the receipt of the completed appraisal(s) and distribute to all interested parties.
  7. Order environmental assessments with approved vendors on behalf of loan officers. The position will follow up and satisfy additional request from the vendor. Position will monitor the timely receipt of the environmental report and distribute to all interested parties.
  8. Order equipment appraisals with approved vendors on behalf of loan officers. The position will follow up and satisfy additional request from the vendor. Position will monitor the timely receipt of the appraisal report and distribute to all interested parties.
  9. Coordinate appropriate approval and payment of vendor invoices.
  10. Assist in the preparation and distribution of various Board Reports. Distribution of board material is generally accomplished electronically via BoardVantage. In certain circumstances Board Reports may be copied and delivered through transit companies such as FedEx or UPS.
  11. Assist departments in scheduling meetings and appointments. Position will track time off and update appropriate calendars.
  12. Assist Portfolio Managers in gathering information in preparation of loan presentations. This would include conducting UCC lien/name searches from the Secretary of State website, update deposit balances and overdraft records, and perform initial environmental searches with our approved vendor.
  13. Assist Credit Administration in the completion of internal and external audits. This would include coordinating and gathering information and credit files requested from internal and external auditors. Coordinate with loan officers request from the auditors for additional information. Ensure that the appropriate credit files are ready for review for the auditors and then promptly re-filed when auditors are completed with the file.
  14. Maintains awareness, understanding and compliance with the Bank's internal policies and procedures, laws and regulations appropriate for this position.
  15. Provides assistance in response to regulatory and internal/external audit requests.
  16. Other duties as assigned.
B. JOB SPECIFICATIONS/EXPERIENCE/CERTIFICATION/EDUCATION:
Ability to multi-task, good verbal and written communication skills, knowledge of Microsoft Word and Excel, Access database, and Crystal reporting. Candidate must be proficient on scanning/email processes and documentation management (copying and distribution). Excellent organizational skills required.
Knowledge of Access database and Crystal reporting.

C. PHYSICAL REQUIREMENTS:
Operate telephone, fax machine, computer and other office equipment.
Minor lifting (not to exceed 20 lbs) of credit files and copy paper.

D. SUPERVISES: n/a
Westfield Bank is an Equal Opportunity/Affirmative Action Employer. 
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