Job Summary

The Policy, Procedure and Form Administrator (PPFA) is responsible for the management of the Bank’s Policy, Procedure and Form (PPF) Library. Reporting to the Chief Operating Officer (COO), the PPFA must have a thorough knowledge of administration of the library coupled with basic technical proficiency of SharePoint. As the library is being developed, the PPFA will participate in the development of the library site, assist in the establishment of library timelines and priorities, and interact with the departments and business owners of the Bank’s policies, procedures, and forms. The PPFA will have an understanding of the importance of policies, procedures and forms as part of the Bank’s overall risk framework 

 Essential Duties

• Utilizes independent judgment to perform a broad range of professional and administrative library responsibilities.

• Responsible for the daily technical support of the PPF platform, which is built upon Microsoft SharePoint.
• Responsible for monitoring and managing daily activities, including communication to Document Owners of upcoming reviews, monitoring the timely completion of all required acknowledgements, compliance reviews, and publication of all documents.

• Develop and implement programs to education and train the Bank’s employees on how to utilize the Library to drive organizational efficiency by sharing of knowledge resources across the organization.
• Develop and implement a training program for Document Owners (the individual who has the responsibility for any updates or modifications of the document) on the new, review, and upload document processes.
• Demonstrate initiative in identifying and recommending improvements to processes or the Library platform.
• Develop positive working relationships with departments, branches and Document Owners
• Establish and maintain PPF timelines and priorities, and ensure all related activities comply with the established standards and requirements.
• Provide metadata and systems consultation on new and reviewed documents to all departments and Document Owners to ensure consistency and best practices.
• Develop and manage periodic monthly reports, compiles and analyzes statistical data to improve operational issues as it relates to the PPF.
• Plan and prepare effective periodic written status reporting and oral presentations on PPF for management, Executive Committee and Board of Directors.
• Support other key initiatives and priorities as needed and assigned by the Chief Operating Officer.
• Interact, as needed, with the Bank’s Chief Risk Officer, to insure that the PPF is meeting the requirements of the overall risk framework and governance requirements.
• Develops strong working relationships with leaders and employees and ensures the PPF remains a cohesive and effective platform providing services to internal and external clients.
• Monitors and manages channel metrics and all feedback to align Digital efforts with goals of the organization.
• Understanding of the importance of compliance with all federal and state regulations.
• Work independently with little direction.
• Provide exceptional and professional client service.

Complies with all State and Federal Banking regulatory requirements, including but not limited to: BSA, Anti-Money Laundering OFAC, CIP, Financial Elder Abuse Reporting, Sexual Harassment, Information Security and privacy requirements. This position will elevate suspicious activity to supervisory staff and/or BSA department. Completes compliance and other technical training workshops as assigned.

Non-essential Duties

• Filing 

Officer Title Eligibility

For qualified positions, the Bank may designate an Officer Title to an employee who seeks and/or meets defined competencies for an eligible position. This position qualifies for the officer title(s) Assistant Vice President, Vice President.

Required Knowledge, Skills and Abilities

• Communicate effectively in the English Language (Spoken & Written) 
• Basic Mathematics Skills
• Excellent Telephone Skills 
• Excellent Customer Service Skills
• Critical Thinking, Judgment & Problem Solving Skills
• Ability to actively listen & learn
• Ability to respectfully communicate with Management and Co-workers
• Ability to effectively deal with unpleasant, angry or discourteous people
• Ability and desire to foster and interact in a team environment, and willingness to contribute to team efforts
• Highly proficient using technology including, including but not limited to, Cognos, Visio, MS Office (Excel, PowerPoint, Word, and Outlook) internet applications, and SharePoint. 
• Effective communication skills (listens, speaks, and writes well); able to interact effectively and respectfully with people of various responsibility and authority (employees, key contacts, executives, etc.), including supervisors and co-workers. 
• Dedicated to following and maintaining deadlines
• Critical-thinking, judgment and problem-solving skills

Equipment Operated

• Computers 
• 10 Key Machines
• Standard Office Equipment (copiers, fax machines)

Physical Requirements & Work Environment 

• Requires sitting for prolong periods of time
• Requires lifting of 5lb
• Office setting w/controlled temperature

Education and Experience 

• Bachelor’s Degree or equivalent preferred but not required
• High School Diploma or equivalent required
• Preferred candidate must have 4-6 years of digital or IT related banking experience 
• Prior supervisory experience required

As a part of the Bank’s internal control systems, employees holding sensitive positions are required to be absent from their duties for a minimum of two consecutive weeks each year. This position has been deemed to meet the test for a sensitive position, and therefore you will be required to meet the minimum absence requirement each and every year. 

This job description is not intended to be all-inclusive, and employees will be required to perform additional related work duties as assigned by their immediate supervisor and/or management.

Farmers and Merchants Bank of Long Beach reserves the right to revise or change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.