Commercial Loan Assistant

Commercial Loan Assistant

Location: Cleveland

Direct Report: Loan Administrator

Management Report: VP Business Services

Department: Loan Operations

Category: Non-Exempt


Primary Objective:

  1. To prepare documents needed to close commercial loans, including commercial real estate loans, as requested by lenders that properly perfect the Bank’s security, maintain compliance with all regulations and provide valued client service to the lenders and their clients.
  2. Assist in the servicing of loans closed with daily duties necessary to operate an effective and efficient department with quick client service, compliance with regulations, and sound balancing/control functions.
  3. Assists in the preparation of commercial loan documentation and closing packages as requested by lenders according to the bank’s loan policy, underwriting and regulatory requirements along with safe banking practices to assure complete, accurate, timely and sound loan closings.


Essential Duties:

  1. Prepares all documents needed to close a loan and perfect the Bank’s security interest using the information supplied by the lender. Reviews all documentation ensuring compliance with legal, regulatory agency, and Bank policy requirements.  Notifies the Loan Officer of collateral or technical deficiencies.  Provides technical advice, explaining the possible ramifications of the deficiencies and resolves those issues before processing the loan documents.
  2. Delivers accurately completed documents to Loan Officers, as scheduled, for the closing.
  3. Review closing documents before documents are released for signature.
  4. Assist in the accurate and timely booking of loans to the Bank’s core banking system for new and renewed loans by accurately completing internal loan bookings sheets and other applicable worksheets.
  5. Assist in identifying loan tickler items necessary to complete loan files and update the bank’s tickler system to reflect new or completed items.
  6. Assist with uploading information to the bank’s underwriting and document origination systems for all types of loans along with assisting in the bank’s scanning process.
  7. Assists in the processes for paid off loans on a timely basis and determine documents and procedures required to release recorded collateral instruments, prepares required documents and/or signatures for lien release, records with proper agency and/or mails paid documents to client and notifies proper personnel of maintenance required for the file and scanning software.
  8. Assists Lender in the preparation of notices of right to cure default.
  9. May perform system maintenance requests to update client loan information as submitted by other lending personnel.
  10. Answer questions of lenders and clients regarding existing loans on the system.
  11. Assist in processing credit insurance forms.
  12. Assist with the processing of UCC continuations by completing and filing necessary forms with the appropriate recording agency and updating the bank’s tickler system.
  13. Assists with processing all security instruments timely and accurately to ensure proper perfection of liens.
  14. Assist in maintaining the system used to track real estate taxes and escrows for loans serviced by the Bank.
  15. Assist in maintaining the file of information for new customers to assure compliance with the Customer Information Policy (CIP).
  16. Assist in maintaining balancing functions of internal accounts for loan operations.
  17. Prepare and process loan department and general ledger entries for loan transactions.
  18. Assist proper personnel in maintaining an organized loan file vault by following bank’s procedures for filing documents timely and orderly.
  19. Provides backup coverage for all other loan servicing functions as needed to accommodate shifts in workflow, deadlines and temporary staff changes.
  20. Assists in the preparation, underwriting, documentation and closing packages for consumer and mortgage lending. This is mainly as a back-up in the event circumstances arise in which retail loans need to be documented.

Other Duties:

Other duties may be assigned by the supervisor.

Qualifications and skills required:

  1. Must possess a thorough understanding of Bank policy, specifically lending policy, laws and regulations, and procedures pertinent to the lending function.
  2. Effective interpersonal and verbal and written communication skills.
  3. Skill in problem identification, analysis, research, resolution and utilization of resources to achieve objectives.
  4. Demonstrated skill in establishing work priorities, organizing work and meeting deadlines. Capable of working under time constraints and handling a variety of duties.
  5. Detailed loan documentation knowledge.
  6. Skill in performing daily tasks and achieving objectives while working under minimum supervision.
  7. Technical knowledge and proficient utilization of the following computer systems and software programs:
    1. Microsoft Word
    2. Microsoft Excel
    3. Microsoft Outlook
    4. A benefit, but not a requirement, if individual has experience utilizing loan document origination systems and core banking systems experience.
  8. High School diploma or GED.
  9. Prefer a minimum one year of general loan experience with a knowledge of loan documentation.

Regulatory Requirements: 

Must be knowledgeable & follow procedures to maintain compliance with (but not limited to) the following regulations:

  • BSA – Bank Secrecy Act
  • All lending related regulations

Working Conditions:

Use of the personal computer systems and scanning equipment on a daily basis, light lifting up to 40 pounds, and usually sitting at a desk. Some auto travel may be necessary to other branches for assistance with file organization and training.


The above statements are intended to describe the general nature and level of work being performed by the employees assigned to the classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees so classified. Reasonable accommodations may be made if needed to enable qualified individuals with disabilities to perform the duties and responsibilities of this position.


Cleveland State Bank is an Equal Opportunity Employer

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