Commercial Administrative Specialist
Job Description
AC COMMERCIAL ADMINISTRATIVE SPECIALIST - HILMAR
DEPARTMENT: Commercial
LOCATION: HILMAR
EMPLOYMENT STATUS: Full Time - Exempt
SUPERVISES OTHERS: No
SALARY: Commensurate with experience and qualifications
F&M Bank believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.
JOB SUMMARY
The individual in this position is responsible for providing exemplary personalized customer service to either potential or existing high level customers; it includes the review and evaluation of detailed and complex financial information in order to assist clients with needs and to properly apply Bank procedures and regulations. In a highly professional and personalized manner, this position develops and deepens new business relationships through referrals, community contacts and existing F&M Bank customers. The incumbent works with the Commercial Relationship Managers to assist in business customer needs. Must have knowledge and skills necessary to explain, market, and service all types of F&M Bank products. This role identifies and prospects profitable and/or potentially profitable Bank clients and ensures retention of existing F&M Bank customers. Attends civic & community events, projecting a favorable professional image and provides input to help evaluate marketing potential and business decisions. This individual should also have a good understanding of commercial lending policies, programs and procedures, and the ability to follow federal and state regulations and laws.
The individual will open new accounts for high level customers in which review and evaluation of complex corporate or business structures, guarantors and related matters may be involved and be able to promote and sell consumer and business products and services offered by F&M Bank to commercial customers with complex financial needs. Must be proficient in F&M consumer products and must work with the PB I, PB II, Senior PB or the Branch Manager daily to further their knowledge of F&M small business products. The individual must possess the ability to identify specific customer needs and cross sell opportunities through detailed profiling, be able to explain all account options, seeking assistance from other team or department members when necessary. The individual must be able to respond to objections from the customer and ask for the business and additional referrals at the close of each sale.
MAJOR RESPONSIBILITIES
Assists Retail Branch Manager and works closely with the tellers (CSRs), new account representatives, and operations supervisor to facilitate referrals and support their product knowledge and development; acts as resource for others whenever possible.
Resolves customer adjustments and requests relating to Checking, Savings, Time Deposits, IRA and other Bank product and services. Adjustments must adhere to F&M Bank’s policy & procedures and State/Federal regulatory compliance guidelines. This includes preparation of appropriate affidavits for execution by customer due to fraud situations, checks not received by payee, etc. with immediate credit of funds back to customer when appropriate. Completed affidavits are sent to Central Ops with Outgoing Collection forms for further processing by Central Operations
Utilizes breadth of information and resources to solve complex and highly sophisticated customer problems by acquiring a full understanding of the customer, their credit history, financial goals, needs and abilities.
Open and service new accounts for commercial deposit account customers, including large complicated CD renewals.
Reviews NSF and OD reports each morning, decision and input onto the system prior to the cutoff time. Makes the decision to approve items for payment based on deposit relationship, line of credit availability, and direct contact with customer to ensure deposit/transfer processed to cover the item.
Manages, reviews, and approves all the decisions associated with the Hilmar Commercial related Operations Email and Exceptions Inbox. Contacts client and follows through with the Approval. Identification is verified and verbally authorizes items (ACH or Checks) for payment. The items are approved via the Large Item Approval Form using the Large Item Acceptance procedures from the F&M Bank Authorities Matrix.
Processes and approves large wire transfers. Prepares the most complicated wire transfer authorization resolutions for all commercial business clients and obtain all customer signatures; file to customer’s efile and maintain original in Branch legal file. Process wire transfers according to Bank Policy and retrieve EVP/RSVP approval for exceptions to Policy when needed.
May be required to assume Retail Branch Manager or Operations Supervisor duties in the absence of either or both positions. Including pre-screening Retail Clients waiting in the lobby and direct client to appropriate employee for assistance. Branch dual custody key/combo procedures including vault opening, night drop opening and processing, armor car vault cash shipment receipt, TCR balancing and maintenance.
Reviews deposits for approval. Gathers and analyzes information to ensure that customer has available/collected balances or source of recourse to cover checks being presented for deposit into accounts. Verification of proper endorsement, check payee and account name match and length of customer banking relationship prior to approval.
Reviews and completes all donation request forms, follows up for approval, submit MSRs as appropriate and tract for completion Employee will correspond with requestor for follow-up documentation needed by various Bank Departments (i.e. IRS W-9 Forms to complete required Vendor File Information for Accounts Payable and request CRA related letters to satisfy CRA related donation requirements); follow for donation approvals from Executive Management; check issuance by A/P and delivery of check to requestor.
Processes CAT renewal submissions, order credit reports, UCC searches, Flood Certs, loan documents, draft loan applications where appropriate, review and assemble Loan documents, complete online banking and telephone transfer forms, complete Loan boarding checklist, and coordinate loan signings with clients. Assembly and review for accuracy commercial loan documentation packages; required to understand the complexity of specific and complex loan transactions in order to ensure all additional required signers and documents are prepared and completed accurately. Correspondence with Title Company personnel on Commercial Real Estate loan transactions is necessary.
ADDITIONAL RESPONSIBILITIES
Attends and participates in new account and consumer product seminars and training. Take a leadership role in branch product and promotional marketing campaigns by conducting meetings and cross training to employees.
Maintains Notary License and function in the capacity as a Notary for the F&M Bank under management discretion. Notary Services provided to Commercial Clients and for Commercial Loan signing transactions. Provides Notary Service to F&M Bank’s Stock Transfer Agent. Additionally provides back-up Notary Service to Branch Retail Notaries for Branch Retail clients.
Individual will be responsible for actively participating in events related to F&M Bank’s Community Reinvestment Program as well as other major bank sponsored activities. Attends local community events to represent the Bank. Attends local community events to provide exposure for the Bank, to extend network of contacts in the market and positively represent the organization. Assists with off-site customer visits and presentations as requested by Relationship Managers or the Branch Manager.
Individual is responsible for all aspects of managing the Commercial department’s attendance and vacation schedule. Including recommendations to and obtaining EVP/RSVP approval for all vacation changes and coordinating EVP/RSVP approval with Bank’s HR Department.
Processes customer requests – loan transfers, deposit transfers, loan payments, account research, account maintenance forms, including alerts etc., account research, photo copying, scanning documents, etc.
Inputs and tracks all Marketing Service Requests for advertisements and events.
Processes the ordering of reports and maintenance of group relationships.
Other duties as assigned, including:
EDUCATION & SKILLS REQUIRED
Education and Experience
The ability to effectively communicate orally and in writing in a professional and effective manner with customers and bank personnel. The successful completion of college-level finance or accounting courses preferred.
Individual must have a minimum of 3-5 years knowledge of banking institution concepts, federal/state regulations, policy and procedures and excellent organizational skills. Must be extremely personable and customer focused and have proven experience in opening a variety of financial products.
Minimum of high school degree or the equivalent. A.A. degree, Bachelor’s degree or equivalent work experienced desirable; successful completion of college-level finance or accounting courses preferred.
Skills
Must be detail-oriented.
The ability to successfully negotiate.
Ability to excel in complex problem solving.
Ability to organize projects, prioritize workflow and complete multiple tasks simultaneously and accurately.
Must have above average written and verbal communication skills with emphasis on correct English grammar.
Must demonstrate ability to exercise independent judgment, initiative and tact in dealing with staff, management, customers and the general public.
Must present a professional, business-like manner and appearance.
Must maintain confidentiality.
Shares ideas and information to drive business.
Portrays flexibility and adaptability when faced with changing needs of staff and customers.
Exercise independent thought process and decision making where appropriate..
Maintains composure, willingly accepts changing priorities, and willing alternates between tasks and projects in response to business needs.
Holds self-accountable for demonstrating high ethical standards and acting in accordance with guidelines; ensures Bank policies and procedures are followed accurately.
Recognize various loan presentation types and the appropriate authority levels. Requires a complete understanding of various types of credit actions and the documents required for approval of these actions.
Exercises sound judgment consistent with Bank guidelines; follows correct procedures and SOPs. Consults with others as appropriate before deviations or exceptions. Keeps management informed of exceptions and key customer issues.
Builds and maintains solid working relationships with other team members and business partners. Acts as a resource for others whenever possible.
Keeps management informed of all key issues affecting the branch operations including, premises, safety and security.
Must adhere to F&M Bank policy and procedures regarding documentation, which may include, but is not limited to the following:
Additionally, be able to effectively communicate to customers F&M Bank policy/procedures and applicable state/federal regulations relating to Bank products (i.e. compliance, F&M Bank Mystery Shop Surveys, Patriot Act or Confidentiality Policy).
Individual must be able to keep abreast of new and updated system applications.
Holds self-accountable for being available and responsive.
Maintain a high level of customer service by ensuring that all submitted loan packages are complete and accurate with required documentation thus enabling the loan support team to reach a timely, appropriate decision.
Plans, organizes and complete tasks in timely and efficient manner. Knowledgeable & proficient in analyzing customer problems and resolving their issues.
F&M BANK - We are an equal opportunity employer - This organization participates in E-Verify - Esta Organización Participa en E-Verify
Company Description
Great place to work Community Involvement Comparable Salaries Community Bank