Document Imaging Specialist

The Loan Documentation Imaging Specialist is responsible for accurately and efficiently imaging, indexing, and maintaining loan documentation in accordance with established policies, regulatory requirements, and quality standards. This role requires exceptional attention to detail, strong organizational skills, and the ability to work quickly and accurately in a high-volume, fast-paced environment. The specialist ensures loan documents are complete, legible, properly classified, and readily accessible within the bank’s electronic document management system (EDMS) to support loan operations, audits, and ongoing servicing needs.

One or more years of related experience and/or equivalent combination of education and experience. Have a working knowledge of banking and credit structures and documentation. Excellent organizational and critical thinking skills, and ability to work independently in a fast-paced environment. Ability to utilize computer applications associated with the Bank's software for documentation and operating systems. Prior experience with Electronic Document Management Systems (electronic files) preferred. Knowledge of general office practices and personal computer operations including word processing, spreadsheet and email software programs.

The ideal candidate is highly focused, dependable, and able to maintain consistent accuracy while meeting productivity expectations and turnaround times. This position plays a critical role in safeguarding document integrity and supporting overall operational efficiency.

1. Scan, image, and upload loan documentation accurately into the bank's document management or imaging systems.
2. Index and classify loan documents correctly by borrower, loan number, document type, and retention category.
3. Review scanned documents to ensure clarity, completeness, proper orientation, and correct document order.
4. Verify loan files for missing, duplicate, or incorrectly labeled documents and resolve discrepancies promptly.
5. Maintain electronic loan files in accordance with internal policies, regulatory requirements, and record retention standards.
6. Perform routine quality control checks to ensure accuracy and consistency of imaged loan documentation.
7. Process high volumes of documents efficiently while meeting established productivity goals and turnaround times.
8. Prioritize document imaging work to support loan closings, funding deadlines, servicing needs, and audit requests.
9. Respond to internal requests for document retrieval, correction, replacement, or re-indexing in a timely manner.
10. Support internal audits, examinations, and compliance reviews by providing accurate and timely documentation.
11. Utilize imaging software, loan origination systems, and document management tools effectively and accurately.
12. Follow established procedures and contribute to process improvements to enhance efficiency and document quality.
13. Assist with imaging backlogs, system conversions, or special documentation projects as needed.
14. Order flood determinations and perform UCC searches as requested, ensuring results are accurately documented and properly imaged to the loan file.
15. Ability to work independently and be a self-starter.
16. Work efficiently and respectfully with all departments within the organization.
17. Maintain and apply sufficient knowledge of regulatory compliance and complete with passing scores on-line compliance training according to established schedules.
18. Treats people with respect, keeps commitments, inspires the trust of others, works ethically and with integrity, upholds organizational values, and accepts responsibility for own actions.

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