Records Management Specialist

Who are we?

Frandsen Bank & Trust is a growing, financially strong, family-owned community bank across nearly 40 communities in Minnesota, North Dakota, South Dakota, and Wisconsin. We provide full-service banking, treasury management, investment, and trust solutions. Since day one, our mission has centered on making decisions locally, empowering employees, and supporting our communities. This commitment to relationship-based service has earned us recognition as Best in Banks by our customers.

Why work here?

Leadership recognizes our people are the reason we succeed. That’s why developing and rewarding our employees is a longstanding part of our guiding principles, called the Frandsen Way. The impact is clear: Employees ranked Frandsen Bank & Trust a Top Workplace on the independent Star Tribune survey for nine consecutive years, and we currently hold the #2 spot in the large company category.

At Frandsen, you can expect stability and meaningful career opportunities across all our departments. Our collaborative culture means employees support one another and make it easy to get things done. Whether you’re experienced in banking or exploring a new career path, there’s a place for you. Join our team and build a career rooted in service, growth, and local impact.

Position Summary

Assembles and maintains proper loan documentation for digital credit files. Primary responsibilities are to assemble loan documents and transition from paper to digital credit files within the bank’s Director Cabinet Filing System using scanning and electronic technology, processing post-closing documents and eRecording documents within various counties. This position will also manage the intake, storage, and release of possessory collateral.

Job Duties

• Set up and maintains digital credit files within the bank’s Director Cabinet Filing System on each loan and ensure that the information is complete, accurate and filed to the correct location.
• Processes paper files as they arrive from bank locations and scan for electronic retention.
• Corresponds with Lenders and Lending Associates to resolve questions and issues.
• Create and secure thin paper loan files in a location that is safe and fireproof.
• Processes documents with a high attention to detail.
• Processes electronic recording requests through Simplifile.
• Take ownership of paper credit files as they arrive from bank locations and maintain confidentiality.
• Track and cross reference paper and electronic version of documents to ensure proper retention.
• Work independently while collaborating with other members of the document retention team.
• Process post-closing documents for proper electronic retention.
• Process paid notes and flood cancellation.
• Answers telephone and assists internal sources with routine inquires regarding payoffs, possession of collateral, changes of owner, note modifications, beneficiaries and other loan details from electronic files.
• Completes all new employee training courses and ongoing training as assigned.
• Others duties as assigned.

Experience, Skills, and Education

Experience

• Previous experience as an administrative assistant, or similar function.
• Demonstrated background with credit files and document retention.
• Experience in a commercial/ag banking environment.
• 3 – 5 years’ experience in a high-volume work environment.
• General knowledge of commercial/ag loan process and filing requirements.

Skills

• Able to multitask and prioritize in a limited amount of time.
• Knowledge of BSA/AML/CIP and OFAC policies, procedures and regulations
• Excellent organization and communication skills with attention to detail.
• Knowledge of various software including the Microsoft Office package.
• Ability to monitor work requirements and adjust to changes in file volume.

Education

• High school diploma or equivalent.