Montana Veteran Jobs

facebook youtube linkedin
Mobile Montana Labor & Industry Mobile Logo

Job Information

Stockman Bank of Montana LOAN FILE ADMINISTRATOR in Cut Bank, Montana


Our people, philosophy and the way we do business have positioned Stockman Bank as Montana’s premier financial center for business leaders, agriculture operators, commercial developers and real estate owners. We are a Montana-born company, built on western values, focused on creating long-standing relationships through integrity, expertise and results. Our offices are locally managed and community-oriented, allowing us to best serve our customers. Our workforce is well trained and competent and our work environment encourages productivity, personal growth and job satisfaction.

Position General Responsibilities:

This position will assist the Lending Officers (Ag, Commercial and Consumer). It is accountable for loan processing and for relieving the officers of administrative detail, including tickler file and other varied secretarial and clerical duties as may be designated.

Employees Supervised:


Education, Experience and Certification Requirements

Note: Only minimum responsibilities are listed. Other responsibilities may be required as requested by management.

Basic Qualifications

  1. 2-year college level course of study in Business Administration and/or financial institution or related field experience or equivalent training and/or experience.

  2. Excellent customer service skills.

  3. Strong communication and organizational skills.

  4. Must be able to work independently and to prioritize multiple tasks.

Preferred Skills

  1. Previous Loan Processing Experience.

Dimension of Job:

This position will assist the Lending Officers (Ag, Commercial and Consumer). It is accountable for loan processing and for relieving the officers of administrative detail, including tickler file and other varied secretarial and clerical duties as may be designated.

Position Specific Responsibilities, Duties and Competencies

Specific Responsibilities and Duties:

Loan Processing:

  • Prepare and process modifications of notes, extension, commitment letters and letters of credit

  • Disburse funds/fees for all loans

  • Process engagement letters to appraisers

  • CRT and HMDA contact and maintenance of compliance files.

  • Work with Central Loan Processing in preparing and procession of commercial, consumer and construction loans.

  • UCC filing and tracking

  • Understanding and compliance with Stockman Bank lending policies and procedures for commercial, construction and consumer loans.

Credit Support:

  • Export loans to Central Operations.

  • Review loans for proper booking.

  • Handle mail, filing, correspondence and photocopying for all documentation in

  • loan files.

  • Build and maintain loan files; then follow through when loans close for proper preparation, storage and purging of files.

  • Pulling credit reports.

  • Maintain comment sheets for loan files.

  • Process and monitor construction loan disbursements.

  • Process paid and renewed notes.

  • Receive and make loan advance requests, payments and corrections.

  • Set-up, maintain and monitor tickler system for loans.

  • Process and monitor loan checklists.

  • Work with tellers to ensure loan payments are coded properly.

  • Update comment sheets for loan files; prepare adverse action letters.

  • Process loan TMS entry requests.

  • Calculate loan payoffs.

  • Provide quality customer service in relation to any loan issue/inquiry.

  • Request Credit Reports, Lien Searches, Business Entity and Registered Principal Searches as needed for loan documentation in loan files.

  • Preparation of loan perfection documentation and tracking, including but not limited to the following: UCC, EFS, Brand Lien, Assignment of Government Payments, BLM and DNRC Lien Notices, Assignment of Indemnity, Assignments of Life Insurance, Contract for Deed, Security Instruments, Deposit Accounts, vehicle lien filings, etc.

  • Filing mortgages, reviewing title policies legal descriptions, etc.

  • Service and monitor loan portfolio for compliance with bank policies, procedures and guidelines.

  • Quote loan payoffs as needed; monitor lien filings; order appraisals, lien searches, and title commitments. Contact insurance companies as deemed necessary.

Miscellaneous Duties:

  • Secretarial Support.

  • Possibility to become Notary.

  • Greet and assist customers.

  • Answer phones, takes messages and assist with general account information.

  • Other duties as may be assigned.

Sales/Public Relations:

  • Promote the improvement of Stockman Bank through quality customer service, promotion of products, professionalism in conduct and diligent work ethic.

  • Greet all customers pleasantly and make them feel welcome and comfortable.

  • Handle transaction quickly and professionally.

  • Effectively handle customer questions and problems.

  • Use effective listening and observing skills to help identify and resolves customer needs.

  • Spot sales opportunities and refer business consistently.

  • Cross-sell other services whenever the opportunity arises.

  • Keep up to date on pricing and products.

  • Relay customer comments and or complaints to the Operations Officer immediately.

Federal Regulations:

Maintain a working knowledge of Bank's written policies and procedures that apply to and concern this position’s area of responsibility, including general regulations such as the Bank Secrecy Act, Regulation CC, Regulation E, Bank Security and various other Federal and State regulations as they apply.

Physical and Mental Demands(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Occasionally = 0-33% of shift Frequently = 34-66% of shift Constantly = 67-100% of shift

Constant lifting/carrying up to 10 lbs. with frequent lifting/carrying up to 25 lbs. Constantly required to hear, talk, write, read, keyboard/computer entry, reach, stretch, work under time constraints with needed ability for task management flexibility and to perform routine duties with attention for details. Constant abilities used/required on the job are mathematics, memory, reasoning, estimating, problem-solving and exercising judgment.

Frequently stand, walk or sit, while requiring oral and written communications with customers and transactions with guidance available.

Occasionally stoop, kneel, crouch or crawl.

Infrequently climb (up ladders, etc.), balance (to reach items) or drive a car.

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

Work Environment (The work environment characteristics described here are representative of those an employee will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Constantly works with others, around others and with customers and the public. Constantly works indoors, in confined areas and is exposed to the risk of electrical shock.

Frequently works around noise (moderate level). The employee must have the ability to focus on tasks and customers while hearing teller machines (of other tellers), conversations of others, coin sorter, music, phones etc., in a confined area.

Infrequently the employee works alone and also works near moving objects. The employee is also infrequently exposed to outdoor weather conditions.

Company Functions and Expectations:

Technical Knowledge

Has the technical knowledge and analytical skills to fulfill job duties in a positive manner. Keeps abreast of new and changing developments in industry/field especially as it pertains to the individual’s position. Has the ability to analyze situation and react accordingly.


Expresses information/thoughts clearly and concisely in both written and verbal form. Keeps communication channels open with subordinates and supervisors. Responds promptly to calls or inquiries in a courteous and professional manner. Communication is effective and efficient.


Establishes priorities, sets goals and meets deadlines in an accurate and efficient manner. Organizes overall workflow and working area. Quickly identifies problems, makes timely decisions and notifies affected personnel. Plans effectively to ensure timely completion of duties.

Team Work/Professionalism

Is willing to assist others to ensure deadlines are met. Provides assistance to less experienced personnel when needed. Informs appropriate personnel of significant issues in a timely manner. Works well in group environment and with supervisor.

Models professionalism by addressing others with appropriate actions and appearance within professional boundaries.

Customer Service Culture

Employees will strive for outstanding, professional and courteous service to our customers and anyone who visits our facility.