Records Management Associate

Texas Bank and Trust; Longview (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Texas Bank and Trust is seeking a detail-oriented Records Management associate in the Wealth Management group. You will image, audit, and organize trust documents, handle daily mail, and maintain an archival system with database software.

The role emphasizes accuracy, confidentiality, and strong organizational and customer service skills in a fast-paced environment.

Qualifications

• High school diploma required; one to two years of office experience preferred.
• Ability to read, write and count accurately with good oral and written communication.
• Experience with general office equipment including copier, calculator, and PC; Word/Excel and database entry software.
• Excellent organizational skills and ability to maintain customer confidentiality.
• Ability to work in a fast-paced environment and to work well within a team while presenting a positive service demeanor.
• Must be able to work independently and comply with bank policies and procedures.

Responsibilities

• Imaging and auditing account documentation for accuracy and compliance.
• Open, sort, and deliver daily mail in a dual-controlled environment.
• Prepare documents for scanning and maintain archival records in database software.
• Review obituaries and compare to Will files within Wealth Management.
• Assist with inventory, supply orders, and new/closed account files.
• Provide excellent internal and external customer service; maintain confidentiality.

Skills

Attention to detail

Organizational skills

Communication skills

Confidentiality

Education

High school diploma

Tools

Word

Excel

Database entry software

Job description

Responsible for performing the following duties related to the Wealth Management Records Management group, which include but are not limited to: imaging and auditing account documentation for accuracy and compliance, opening, sorting, and delivery of daily mail, supply requisition and inventory management, and review of obituaries. This position requires attention to detail.

Provides secure, accurate, responsive, and courteous customer service to both internal and external customers at all times. Maintain strict confidentiality of customer and banking relationships.

Primary objective of this position is to be a trusted advisor to every internal and external customer. Inspires confidence and builds lasting relationships by consistently exhibiting each of the trusted advisor skills in order to help our customers identify and achieve their financial goals.

Essential Job Functions:

• Scan and electronically file trust documents following specific guidelines/procedures.
• Prepping (“staging”) documents prior to scanning as necessary.
• Audit files for documentation quality and review purposes.
• Open and sort departmental mail in a dual-controlled environment.
• Maintain closed account archival system utilizing database software.
• Review obituaries for comparison to Wealth Management Division’s Will files.

Other Job Functions:

• Responsible for the proposed destruction of old files that are out of recommended retention period.
• Organizes and consolidates archived files and records all movement in Excel spreadsheets.
• Assist with new account and closed account files.
• Assist with inventory and supply orders.
• Provide excellent customer service both internally and externally.
• Other duties as requested by Wealth Management Compliance Officer.

Job Requirements

Qualification Requirements:

• High school diploma required; one to two years office experience preferred.
• Ability to read, write and count accurately, with good oral and written communication skills.
• Experience using general office equipment including copier, calculator, and PC, utilizing Word, Excel, and database entry software.
• Must possess excellent organizational skills.
• Ability to maintain customer confidentiality.
• Ability to work in a fast paced environment and to work well within team environment presenting a positive customer service demeanor and attitude.
• Should be able to work independently.
• Must comply with all bank policies and procedures that are job related and/or consistent with business necessity.
• Must be able to perform the essential functions of the job with or without reasonable accommodation and without posing a direct threat to the health and safety of self or others.

General Physical Demands and Workplace Conditions:

• Must be able to exert up to 20 pounds of force occasionally, and up to 10 pounds of force frequently, and a negligible amount of force constantly to lift, carry, push or pull or otherwise move objects within the immediate work station. Must be able to stoop, reach and bend to retrieve files and to file trust documents at least 75% of the day.
• Must be able to walk, sit or stand frequently; occasionally climb a small ladder.
• Must be able to tolerate encounters with coworkers and customers under the following conditions: atmospheric pollutants or allergens, including but not limited to fumes, odors, dusts, poor ventilation; changes in indoor/outdoor temperatures encountered in travel between buildings and branches.
• Other physical attributes required to successfully perform the essential functions above include finger agility, talking, and listening.