Portfolio Assistant

First Montana Bank is hiring for a Portfolio Assistant at our Anaconda branch!

First Montana Bank offers competitive wages, an extensive benefits package for eligible employees including, but not limited to: Flexible health coverage options (medical/dental/vision); Employer contribution to qualifying Health Savings Accounts; Employee Assistance Program (EAP); Life and AD&D insurance; 401k retirement plan with generous company match; Paid vacation/sick days, paid holidays; Discounted banking products and services.  

First Montana Bank is an Equal Opportunity Employer - M/F/Veteran/Disability/Sexual Orientation/Gender Identity.

Job Summary:   This position is responsible for providing senior sales, servicing and administrative support to business development and loan officers in preparation of prospecting, sales and loan documentation, maintenance of loan, deposit and prospect files and assistance to customers with bank account, product or service inquiries, problem resolution and the cross-selling of bank products and services, all within the policies, objectives and guidelines established by the bank. Each Portfolio Assistant will be assigned some OR all of the following duties, as determined by Branch location.

Job Responsibilities: To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties/responsibilities of this job. 

1. At the discretion of the Market President, Grant loans up to $25,000 secure/$5,000 unsecured in conformance with Bank lending policy, determine terms, amount to be advanced and conditions of repayment.  Supervise the preparation of the note, ensure that proper loan documentation is obtained, and disburse the funds.  All credits above individual lending limits or out of loan policy are to be submitted to the Market President or loan committee for approval.

2. Prepare source documentation for delivery to central loan processing for commercial and consumer loans including notes, financing statements, security agreements, guaranties, assignments, mortgages, deeds of trust, releases, liens, etc., and ensure proper public filing and recording of such documents. Responsible for follow-up on pending loan, deposit or cash management documentation.

3. Monitor or implement the preparation of input forms for loans, commitments, repayment schedules, etc. Review daily computer reports and billing notices to monitor activity and correctness of information. Audit notes entered to computer, any escrows and participation transactions daily.

4. Monitor or run all disbursement tickets for loan funds and pay all expenses incurred with the loan by depositing proceeds into bank control accounts and paying expenses as they occur.

5. Monitor or review daily loan exception report and follow up to make sure corrections have been made.

6. Monitor and complete the "paid-in-full" process on all paid loans, including release of collateral and documentation, completing lien releases, and mailing paid notes to customers.

7. Organize, scan and maintain loan files and filing system, and keep records up-to-date and in order.

8. Keep abreast of loan and deposit regulations to maintain compliance.

9. Provide day to day maintenance of the Bank's flooring and rental lines, which includes flooring or renting new vehicles, payoffs, balancing and issuing interest/curtailment billings, and checking flooring lines at the dealerships by doing flooring inspections.

10. Maintain good customer relations while handling customer negotiations of a sensitive nature to include inquiries regarding notes, accounts, payments, overdrafts and other banking problems, products or services.

11. Request flood certifications, record deeds, track loan exceptions and maintain tickler and routine administration system.

12. Monitor financial statements and UCC-1 filing dates and update when necessary. Keep insurance in files up to date. Prepare monthly reports for management.

13. Cross-sell available banking services to existing and prospective customers, maximizing the business potential of each customer or borrower.

14. Maintain active involvement in community and professional affairs and organizations, including but not limited to not-for-profits and other worthwhile and fundraising activities on a volunteer basis.

15. Perform other duties as may be assigned from time to time, which include, but are not limited to serving as back up for new accounts, performing general secretarial duties in typing, preparing reports, and filing correspondence and documentation.

16. Attend and participate in all producer, sales, loan committee, deposit, security and any other staff meetings, presentations, or discussions as scheduled within the bank.

17. Prepare the Financial Analysis section of the Loan Request Form, update deposit balance information, related loans, credit report, lien searches and existence documents. In essence, help prepare the lenders for the approval and annual review process.

18. Represent the bank and your Supervisor in the closing of loans at the bank or at title companies in the sale of bank services and as a customer service representative determining the financial needs of the customer and recommending banking services that best satisfy those needs. Maintain knowledge of bank services and the services offered by competitive financial service providers.

19. Perform collateral inspections on a continuous basis to ensure existence and condition of collateral, and to view operating practices. Be especially alert for signs, which may indicate credit deterioration.

20. Participate in the customer calling program and community affairs to present a favorable bank image and to develop new business for the bank as well as keep existing customers.

21. Request, attend and complete on a volunteer or employee basis any necessary internal or external training opportunities (subject to budget and other constraints) to further develop Incumbent in the desired career path within the bank.

22. At all times, both inside and outside the bank, project a professional image.

23. Accept, review and approve or reject applications for new accounts representing commercial, business, estate, trust, savings, corporate, partnerships, limited liability companies and sole proprietorships. Obtain or assist Supervisor in obtaining proper Patriot Act or other required identifications appropriate and in compliance with all loan and deposit account openings.

24. Greet and assist customers over the phone, via email or in person, to enable them to have a positive banking experience, 100.00% of the time.

25. Enter and prepare maintenance on all loan accounts and any changes thereof.

26. Provide other customer services which may include cash management, loan payment and advance processing, wire transfers, ordering checks and deposit slips, setting up Internet banking, direct deposit payroll and other ACH services, ordering ATM and or Debit Cards and endorsement stamps, completing telephone, postal, in person and email transfers, loan advances, loan pay downs/pay offs and other duties as assigned.

27. Assist with the due diligence, analysis, underwriting, document preparation and closing.

Qualifications:  To perform this job successfully, an individual must meet the minimum qualifications listed below.  These qualifications are representative of the knowledge, skill and/or ability required to perform this job. 

Education/Experience: to perform this job successfully, an individual would ideally have:

• a Bachelor’s Degree preferred.
• a minimum of (1) to (3) years' experience in commercial banking is preferred.
• or an equivalent combination of education and experience.

Certificates/Licenses:  To perform this job successfully, an individual must:

• have a valid Driver’s License
• have the ability to be bonded
• be a Notary Public

Physical Abilities:  To perform this job successfully, an individual must be able to:

• Regularly: sit, grasp, reach, talk and hear.
• Occasionally: stand, walk, lift/carry up to 10 pounds, and stoop/crouch

Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the:

• Adaptability: ability to adapt to changes, delays or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation.
• Analytical Ability: ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data.
• Computer/Technical Ability: working knowledge of:
• Word Processing software
• Spreadsheet software
• Accounting software
• Internet software
• Design Software
• Dependability: ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary.
• Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations.
• Judgment: ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions.
• Language Ability: ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees of organization.
• Mathematical Ability: ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume; ability to apply concepts of basic algebra and geometry.
• Motor Coordination: the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements.
• Problem Solving Ability: ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of similar nature.
• Quality Management: ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others; ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work.
• Reasoning Ability: ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.

Workplace Environmental Conditions:  While performing the essential duties/responsibilities of this job, the employee will not be exposed to any workplace environmental conditions that are not normally encountered in any other office setting.