Loan - Business Banking Administration Assistant

American Heritage National Bank•Saint Cloud, MN

6d•$19 - $27

About The Position

The Loan Administration Assistant provides administrative and servicing support to the Business Relationship Manager, Business Banking Administrators, and Bank Officers throughout the life of commercial and agricultural loans. The role responds to customer inquiries, maintains loan files, tracks documentation, handles post-closing recording and collateral perfection, and processes paid-loan releases while protecting confidential information and following bank policies and regulations. The position also supports loan transactions and funds movement, coordinates closings and appointments, and helps maintain accurate records and reporting. The successful candidate is detail-oriented, service-minded, and comfortable working with legal documents, public filing offices, and multiple bank systems.

Requirements

High school diploma or GED.
1–2 years of banking, loan support, title, real estate, or administrative experience.
Exceptional customer service, communication, attention to detail, and collaboration skills.
Ability to organize and prioritize work, meet deadlines, and manage multiple follow-up items.
Basic math skills and accurate data entry.
Proficiency with Microsoft Outlook, Word, and Excel.
Ability to read and interpret documents such as safety rules, operating instructions, and procedure manuals, and to write routine reports and correspondence.
Ability to perform arithmetic with whole numbers, common fractions, and decimals and compute rates, ratios, and percentages.
Ability to solve practical problems involving concrete variables and interpret written, oral, diagrammatic, or schedule-based instructions.

Nice To Haves

Associate degree or coursework in business, finance, or a related field.
Commercial or agricultural loan documentation experience; familiarity with notes, security agreements, mortgages, UCCs, and business entity documents.
Experience with Minnesota county recording, Secretary of State UCC filing, DVS title/lien processes, and e-recording platforms.
Experience with a bank core system, loan document software, and document imaging.
Notary Public commission or willingness to obtain one.
Valid driver's license.

Responsibilities

Respond courteously to routine phone and email inquiries about loan advances, payments, balances, payoffs, and general questions; answer incoming branch calls, transfer callers, greet walk-in customers, and direct them to the appropriate department.
Retrieve statements and check images for customers; understand bank loan, deposit, and cash management products, cross-sell services, and refer customers to appropriate staff as needed.
Schedule loan closings and officer appointments and coordinate with title companies, attorneys, appraisers, and insurance agents.
Provide administrative support to the Business Relationship Manager, Business Banking Administrators, and Bank Officers.
Process line-of-credit advances, loan payments, and pay-downs, and prepare payoff statements.
Assist lenders with loan request packages by gathering borrower financial statements, tax returns, and other documents.
Order and track credit reports, flood determinations, UCC and lien searches, title commitments, and appraisals as directed.
Assist with renewals and maturities by notifying officers of upcoming maturities and required renewal documentation.
Create commercial loan files and maintain, file, and image documents and correspondence in the bank's imaging system.
Maintain the tickler and exception tracking system and follow up on required insurance policies, financial statements, tax returns, covenant reporting, and other documents.
Review loan files for completeness and accuracy and maintain and clear the documentation exception list.
Help prepare past-due, maturity, and exception reports for the Business Relationship Manager and loan committee.
Process post-closing filings, including UCC financing statements, mortgages, grants, and other filings with the Secretary of State, County Recorder, and Driver & Vehicle Services.
Record documents using e-recording software; set up, update, and follow up on outstanding recording tasks.
Track recorded documents, title policies, and vehicle titles until returned, and confirm lien position.
Monitor UCC continuation dates and file continuations before they lapse.
Process paid loans, including mortgage satisfactions, partial releases, UCC terminations and amendments, assignments, and releases of grants.
Release vehicle and equipment liens and return original titles and collateral documents to customers.
Prepare wire transfer documents with required verification and signatures; complete verified internal customer transfers; and issue official checks after verifying funds and obtaining required officer endorsements.
Assist with daily dual-control functions, including official checks and wire transfers, in accordance with bank policy.
Comply with applicable federal and state laws, regulations, and guidance, including the Bank Secrecy Act, USA PATRIOT Act, OFAC, and Regulations CC, D, and E.
Complete Customer Identification Program and beneficial ownership documentation for business borrowers and guarantors, and identify and report potential suspicious activity to the BSA/AML Officer.
Follow bank policies and procedures, protect confidential customer and bank information, and recognize and escalate social-engineering and wire/payment fraud red flags.
Complete required training and participate in educational programs to build knowledge of bank policies, programs, and systems.
Keep the supervisor informed of important matters, support bank goals and values, and contribute to a friendly, cooperative working climate.
Assist others in keeping work current and meeting deadlines, cover vacations and other absences, and serve as backup to Business Banking or operations staff.
Perform other duties as assigned.