Direct Mail Specialist jobs in Fayetteville, AR

Position requires availability Monday through Friday from 8 am to 5 pm with the ability to work additional hours as needed.

Location: 921 W Monroe Ave, Lowell, AR

Exempt: No

Salary Grade: Grade 11

SUMMARY: Under the direction of the IAS Manager or IAS Supervisor, the IAS Records Management Specialist 2 is responsible for completing the daily activities of the physical records management process. The incumbent will coordinate a physical records process to ensure the proper handling and timely processing of physical documents. The IAS Records Management Specialist 2 must perform all functions in an accurate and reliable manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Evaluate and process a large volume of mail, loan documentation and payments. Open, sort, file, retrieve, distribute, and/or store inbound documentation according to specific bank group retention policies. Maintain the complete filing system for the entire bank lending division.

2. Analyze incoming documents within complex functional support areas and communicate with internal departments to clarify information for both accuracy and to ensure alignment with business needs.

3. Identify documents specific to loans, to include collateral, insurance and/or flood claim documents, that may require special handling or processing. Determine appropriate action(s) or partner with the appropriate teams for handling. Ensure all documents are properly imaged prior to distribution or storing.

4. Review and process various complex digital/physical documents and requests received via workflow queues, emails, and telephone inquiries. Review and understand complex attorney prepared documents to ensure proper handling and routing. Review and verify legal documents and corresponding system data to ensure that loan and/or deposit accounts are properly set up and include the appropriate documentation per state and federal regulations and Arvest policy.

5. Process returned mail by validating customers address with our internal systems and make necessary revisions or flag the account as having a bad address by applying the bad mail code indicator.

6. Track and process returned debit cards by validating customers address with our internal systems and make necessary revisions or flag the account(s) as having a bad address by applying the bad mail code indicator. Work with bank associates to send returned debit card to branch locations for pickup and/or destroy the returned card per the timeframes outlined by bank policy.

7. Manage daily pull reports to purge the physical storage of documents based on bank group retention schedule .Track and monitor the release or transfer of original documentation from file room to designated internal or external customer.

8. Research and retrieve various digital/physical documents (i.e., accounts payable, cash letters, paid loans), as necessary for bank personnel. Research missing and/or incorrect items, working with all parties to correct issues, and to ensure resolution in a timely fashion.

9. Collaborate with Deposit Servicing to process deposits/payments for deposit or loan accounts. Provide information and knowledgeable assistance efficiently and professionally. Establish and maintain a good working relationship with all shared services teams to understand which areas complete specific tasks to ensure the proper delivery of inbound documentation.

10. Monitor exception queues, assess issues, and resolve root cause. Maintain personal and confidential business files in an efficient and accurate manner.

11. Complete reporting to ensure the accurate document collection and storage of all digital/physical documentation to updates to managers, lenders, and other applicable associates. Extract, print, copy, and mail various segments of files as requested.

12. Perform special projects as required by the department.

13. Train new team members and serve as a mentor and trainer for junior associates.

14. Accurately follow physical records management processes pertaining to all data, documents, recorded security instruments, title policies and promissory notes, limiting the company risk due to lost notes and/or documents and data. Ensure data integrity and accuracy of information on accounts is maintained. Quality Control functions are required to ensure quality and accuracy.

15. Consistently ensure the delivery of high-quality customer service via all channels. As appropriate, resolve external and internal customer questions and/or concerns, escalating as needed.

16. Develop and maintain current knowledge of applicable banking policies, operational procedures, loan documents, state and federal laws and regulation, products and services, systems and technologies, bank structure/organization and account documentation by attending continuing education training, both internal and external.

17. Diligently execute on daily takes with in the given functional area to ensure the company is in the best possible position to serve the customer and protect the shareholder.

18. Maintain SLAs to ensure all processes are performed in accordance with standard metrics with an expectation of exceptional customer service.

19. Preserve efficient workflow, accuracy of functions and timely and consistent communication with the frontline staff, support areas and other shared services divisions.

20. Understand and comply with bank policy, laws, regulations, and the bank's BSA/AML Program, as applicable to your job duties. This includes but is not limited to; complete compliance training and adhere to internal procedures and controls; report any known violations of compliance policy, laws, or regulations and report any suspicious customer and/or account activity.

TEAM ACCOUNTABILITIES:

• Support and uphold the Arvest Mission Statement.

• Uphold the Arvest Code of Ethics and ensure that confidential information is safeguarded.

• Maintain a high level of cooperation and rapport with all associates in order to ensure accurate and efficient operations and service.

• Formulate and communicate new ideas and suggestions that will improve profitability and efficiency for the company’s overall operation.

• Promote professionalism at all times.
  

Responsibilities:

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• High School Diploma or General Education Diploma (GED) required.

• 2 years of relevant experience required.

• Knowledge of loan documentation and/or the loan documentation process is required.

• General knowledge of network operating systems, telecommunications, telephone systems and PC hardware/software is required.

• Working knowledge of Microsoft Office or equivalent required.

• Experience in a daily document processing environment preferred.

• Signature/CBS and IPM experience preferred.

• Associates Degree preferred.

OTHER SKILLS AND ABILITIES:

• Must be able to arrive at work on time, work on site and have regular work attendance

• Must be able to work cooperatively with other co-workers regardless of personality, presence or communication style

• Must be able to provide cordial customer service regardless of customer personality, presence or communication style

• Must be able to perform several tasks at once

• Must be able to work in a stressful atmosphere

• Must be able to rotate job tasks

• Must be able to occasionally work overtime

• Must be able to greet others cordially

• Must be able to coordinate multiple and changing priorities

• Must be able to verbally communicate with all other associates

• Must be able to operate telephone, scanner, copier and FAX machines

• Must be able to move from department, division, or bank to department, division or bank to attend meetings

• Must be able to operate personal computer keyboard in order to create reports, schedules and other appropriate documentation

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

While performing the duties of this job, the associate is regularly required to stand, walk, sit, and to talk and hear. The associate must occasionally reach with hands and arms; stoop, kneel, or crouch.

The associate may occasionally be required to lift or move up to 25 pounds.

Specific vision abilities required by this job include close, distance and color vision and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.