File Management Associate

F&M Bank•Archbold, OH

About The Position

The File Management Associate performs duties that ensure the accuracy and security of the bank’s retail, commercial, and agricultural loan documentation. The role supports customer service and accountability by carefully managing loan files, maintaining required documentation, and working with borrowers, loan officers, support staff, attorneys, and title companies to obtain outstanding materials. The associate follows bank procedures, security protocols, and applicable regulatory requirements, and works collaboratively with the File Management team to complete daily tasks and support management requests.

Requirements

High school diploma or equivalent.
Basic math and computer skills.
Excellent communication, customer service, and time-management skills.
Ability to pass a background check.
Strong dedication to accuracy and efficiency.
Valid driver’s license.
Notary Public Commission.

Nice To Haves

Experience with banking loan processes and customer service.

Responsibilities

Maintain, sort, scan, and index loan documents.
Prepare and release security when a loan is paid off or refinanced.
Send borrowers a thank-you letter with the paid note.
Obtain missing or pending loan documents.
Work with borrowers, HLOs, and support staff to report and obtain missing or pending items.
Call attorneys and title companies regarding items on the 30-day pending report for mortgages and finals.
Enter obtained items into the missing/pending database as they are received.
Prepare files and shelve recorded real estate mortgages and final title certificates for each loan.
Retrieve information for attorneys, auditors, examiners, and internal personnel upon request.
Maintain and follow up on life insurance certificates taken as collateral.
Pull and distribute copies of new note audit reports from the Director to management personnel and record items on the tracking spreadsheet as needed.
Sweep, scan, and index deposit and portfolio information to the Director.
Scan and track all financial information in the Director.
Comply with and satisfactorily pass tests for bank policy and regulatory compliance applicable to the position.
Follow Bank policies, related procedures, and applicable federal and state regulatory requirements.
Comply with BSA, AML, OFAC, and USA PATRIOT Act requirements, including accurate completion of CTRs when applicable, adherence to customer identification and due diligence requirements, and reporting suspicious activities to the BSA Department.
Adhere to attendance and break policies and communicate anticipated time off or break-time modifications to a supervisor.