Records Coordinator III

How would you like to join one of the most highly regarded financial institutions in New Jersey with deep roots in the community?  Provident is a successful and highly regarded multi-billion-dollar bank that continues to grow with branches in New Jersey, Eastern Pennsylvania and New York.  Our longevity is a testament to our commitment to placing our employees, customers, and the communities we serve at the center of all we do.  At Provident Bank, we are committed to enhancing our customer and employees’ experience. 

POSITION OVERVIEW:

Under minimal supervision, this position is responsible for performing day-to-day records research, subpoenas, prepping and scanning of documents, loan file retrieval, and other operations of the Records Management Department.   Performs varies control processes over subpoenas, research requests, file room and General Ledger accounts. Incumbent performs the routine and basic duties of the job.

KEY RESPONSIBILITIES:

• Under minimal supervision, investigates and processes subpoenas served on the Bank, while ensuring strict confidentially of information.  Reviews subpoena language to determine the scope, jurisdiction and timeframe of the subpoena and to ensure that only required records are released.  Communicates with attorneys, federal and state agencies and law enforcement personnel to comply with the scope of the subpoenas, provides status of the request throughout the process, request extensions when necessary and provides notification when document production may exceed cost limitations outlined in the subpoena.
• Assists with all aspects of the Bank’s relationship with its offsite storage and document destruction vendor including but not limited to reviewing and validating reports of documents eligible for destruction, sending documents to and retrieving documents from the vendor, coordinating and participating in the document shred process.  In addition, assist with all aspects of preparing and purging records from the Bank’s document storage system.
• Retrieves and re-files loan files requested by internal customers and assists with maintaining an accurate file inventory.  Prepares and records loan files to be sent offsite for scanning.  Scans permanent loan documents in accordance with established policies, procedures and time frames.  Performs quality control check of scanned files. Prepares and reviews reports from file management system for quality control purposes.
• Prepares and sends invoices to requestors for copies and research time for subpoenas.  Provides advance notice to requestors of fees and following up with requestors regarding outstanding fees.  Prepare and send follow-up letters for past due subpoena fees.
• Participates in training and development programs as requested or required.  Assists in providing on-the-job training and minimum guidance on routing responsibilities to less experienced staff members.
• Maintain logs, assigns and completes research requests and Asset Verification Request for Supplemental Security Income (SSI) and Asset Verification System (AVS) for Medicaid from the Social Security Administration and informational subpoenas for both internal and external customers.  Complete and process queues for information and documents.
• Prepares and scans account signature cards, safe deposit leases, HELOC cards, beneficiary forms, account agreements, legal and business entity documents into imaging system. 
• Analyzes, evaluate and provide test script results for IRB, Beta Testing and file management system.
• Contact customers and shareholders who have accounts or shares that maybe eligible for escheatment to update their information.
• Contact customers and shareholders who have accounts or shares that maybe eligible for escheatment to update their information.
• Prepare daily GL recap for research fees charged on completed requests to send to Comptrollers. 
• Complete GL proof process and create monthly Recon.
• Continuously seek process improvement opportunities.
• Actively participate in meetings, projects and committees.
• May be required to travel to other bank locations.
• Performs related duties as assigned and required.

MINIMUM QUALIFICATIONS:

• High school diploma or GED
• 5 or more years         
• Knowledge of teller/branch procedures and operations.
• Good PC skills and the ability to quickly learn other computer programs including Microsoft Office to perform research of banking transactions and records.
• Good organizational and time management skills.
• Ability to communicate effectively (both orally and in writing) in order to correctly complete research requests.
• Ability to work with others in a team atmosphere.
• Ability to work with minimal supervision, detailed oriented and well organized.

WORKING CONDITIONS:

Work is performed in a normal office environment. Noise levels are usually moderate. This position involves travel to customers and property locations.

• Prolonged sitting
• Lifting from 5 to 10 lbs. (printer paper, storage boxes)
• Occasional bending or overhead lifting (storing files or boxes)
• The hazards are mainly those present in a normal office setting

This job description may not be all-inclusive.  Employees are expected to perform other duties as assigned and directed by management.  Job descriptions and duties may be modified when deemed appropriate by management.

Provident Bank recognizes and supports the importance of creating a socially and culturally diverse employee base. We understand, value, and appreciate the unique perspectives that a diverse workforce can contribute to our organization. We put the employee and the customer at the center of strategy because culture is a critical differentiator for why people choose to work here. 

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age 40 and over, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation or any other applicable status protected by state or local law.

Pay Details:

$19.38 - $24.26 hourly

Please note, the base pay actually offered may vary based upon the candidate's skills and experience, job-related knowledge, education, geographic location, internal equity, and other applicable business and organizational needs. 

This role is incentive eligible based upon company, business, and/or individual goal achievement and performance.

Team members accrue paid time-off (PTO), receive Holiday (PTO) and are eligible to participate in the bank’s Health and Wellness benefits including Medical, Dental and Vision Plans, Flexible and Health Savings Accounts, and a 401(k) Retirement Plan. In addition, the company provides Disability Insurance, an Employee Assistance Program, and Basic Life Insurance. Company sponsored Tuition Disbursement and Loan Repayment programs are also available. Voluntary benefits include Supplemental Life Insurance, Accident, Critical Illness, Hospital Indemnity and Legal plans.