File Management Associate

F; Archbold (OH); On-site; USD 19,000 - 30,000; Full time

Job summary

F&M Bank is seeking a File Management Associate in Ohio to handle loan documents with precision and care, ensuring security and accuracy across retail, commercial, and agricultural portfolios. The role emphasizes trust, reliability, and customer service as core contributions to the bank's reputation.

The candidate will perform duties from documentation upkeep to compliance with bank procedures, supporting team objectives, and delivering accurate, timely information to internal staff and external

Qualifications

• 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.

Responsibilities

• Maintain, sort, scan, and index all loan documents.
• Prepare and release security when a loan is paid off or refinanced.
• Send thank you letter with the paid note to the borrowers.
• Obtain missing and/or pending loan documents.
• Work with borrowers, HLOs, and support staff to obtain missing/pending items.
• Call attorneys/title companies on 30-day pending reports for mortgages and finals.
• Enter obtained items on missing/pending database as received.
• Prepare files and shelve recorded real estate mortgages and final title certificates for each loan.
• Pull information for attorneys, auditors, examiners, and internal personnel as requested.
• Maintain and follow up on life insurance certificates taken as collateral.
• Pull and distribute copies of new note audit reports from Director to management personnel and record those items on the tracking spreadsheet as needed.
• Sweep, scan, and index deposit and portfolio information to Director.
• Scan and track all financial information in Director.
• Comply and satisfactorily pass tests for bank policy and regulatory compliance that apply to position.

Skills

Basic math

Computer skills

Communication

Customer service

Time management

Education

High school diploma or equivalent

Job description

Description

POSITION SUMMARY:

At F&M, our File Management Associate do more than file loan documents; they establish and nurture lasting relationships with our valued customers. We are industry leaders because people trust us to handle their loan file documentation with the utmost care and attention to detail. To continue this tradition of superior service and accountability, we’re looking for a qualified file management associate to join our team. Our ideal candidate will have experience with banking loan processes and customer service. First and foremost, you must be trustworthy and precise. Your contribution will reinforce our reputation as a trusted bank in the community and the country.

OBJECTIVES OF THIS ROLE:

• Performs various duties related to ensuring the accuracy and security of retail, commercial and agricultural loan documentation of the bank.
• Meet and exceed bank service standards while complying with bank procedures and security protocols
• Work as a team with other File Management Associates to complete daily tasks, demonstrating respect and professionalism, being prompt, and supporting management with special request as needed
• Help our employees realize their best lives

RESPONSIBILITIES:

• Maintain, sort, scanning, and indexing all loan documents
• Prepare and release security when a loan is paid off or refinanced.
• Send thank you letter with the paid note to the borrowers.
• Obtain any missing and/or pending loan documents
• Working with the borrower(s), HLO(s), support staff to report and obtain missing/pending items
• Calling attorneys/title companies on 30 day pending report for mortgages and finals
• Enter obtained items on missing/pending database as received
• Prepare files and shelve recorded real estate mortgages and final title certificates for each loan.
• Pull information for attorneys, auditors, examiners, and internal personnel as requested.
• Maintain and follow up on life insurance certificates taken as collateral (Not sure if this is still done)
• Pull and distribute copies of new note audit reports from Director to management personnel and record those items on the tracking spreadsheet as needed. (Not sure if this is still done)
• Sweep, scan, and index deposit and portfolio information to Director.
• Scan and track all financial information in Director.
• Comply and satisfactorily pass tests for bank policy and regulatory compliance that apply to position.

Requirements

QUALIFICATIONS:

• 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

ADDITIONAL REQUIREMENTS: Certificates and Licenses

• Valid Driver’s License
• Notary Public Commission

COMPLIANCE:

• As generally applicable to F&M Bank and commensurate with these job functions, this job role includes accountabilities for following Bank policies and related procedures, as well as regulatory requirements involving federal and state laws, regulations, and related guidance.
• Compliance with Bank Secrecy Act (BSA), including accurate completion of Currency Transaction Reports (CTR) when applicable, Anti-Money Laundering Act (AML), Office of Foreign Asset Control (OFAC) and the USA PATRIOT Act. Adhere to Customer Identification, Customer Due Diligence and reporting of suspicious activities to the BSA Department.

NON-EXEMPT/HOURLY COMPETENCIES:

• Job Knowledge: Understands duties and responsibilities, possesses necessary job knowledge and technical skills, maintains job knowledge current.
• Productivity: Manages a fair workload, volunteers for additional work, prioritizes tasks, develops good work procedures, manages time well, and handles information flow.
• Attendance: Employee is expected to adhere to the attendance and break policy and communicate with your supervisor about anticipated time off or modifications to break times.