Private Banking Administrative Assistant III (Lending & Investing)

Job Details

Description

Universal Associate - Capital City Bank - More than your bank. Your banker.

Hours

Monday - Friday 40 Hours

General Summary

In this position, associates will provide administrative, lending, and investment support to assist in the management of Private Banking portfolios. Responsible for extensive research and fulfillment with regard to existing client inquiries and problems, providing back-up to Financial Advisors. Assists clients with operational information pertaining to accounts and account set-up. Provides the operations functions and support for Private Bankers.

In compliance with the S.A.F.E. Act, registration in the NMLS Registry is required.

All associates at Capital City Bank have access to confidential client information, and must practice discretion at all times.

Principal Duties And Responsibilities

• Supports the Private Bankers business development efforts.
• Prepares, completes and/or checks various reports (sales and administrative) and report findings as necessary.
• Works under minimal supervision, responsible for completing tasks efficiently and accurately, ensuring that service expectations are met or exceeded.
  
  

Lending

• Provides general lending information to clients; taking and preparing loan applications for credit approval; disbursing approved loans; providing client services related to the lender’s consumer, commercial and real estate loan clients and potential clients.
• Responsible for accurate and complete preparation, processing and filing of all loan documentation within bank standards from the acceptance of the loan application to loan closing and filings.
• Works with Loan Servicing to ensure expeditious loan processing by preventing, and when necessary, clearing documentation exceptions.
  
  

Investment

Note: Placing trades per client or Financial Advisor request can only be performed by a fully LICENSED associate.

Licensed and Unlicensed associates will function in support of the department in addition to any primary Private Banker they may be assigned to support. All Investment Assistants will be called upon to support the department as needed.

Daily Functions

• New account processing - performs required follow-up necessary to ensure account is in order and approved through Client Works. Create original file on Redtail for client and upload documents on LPL and Redtail.
• Set up electronic funds transfer (EFT) links
• Provide instruction on proper documentation required for various accounts as well as instruction on proper account registration.
• Mail new account documentation to clients for new and updating accounts.
• Perform required follow up on EFTs, wires and trades. Handling error correction through order desk, and researching items as needed. Forward completed information to Financial Advisor or Private Bankers.
• Process incoming checks and securities and Uploading to Redtail under appropriate office for compliance. Including follow up on legal items, stock transfers, and verification of account notices.
• Process check requests, wire transfers, EFTs, and IRA distributions. Same day they are requested or when funds are available. (LPL cut off time 4:pm est.)
• Send overnights to LPL Financial Operations and vendors, as necessary.
• Read, understand, and disseminate any Operational bulletins that impact the functioning of the office.
• Return all client calls and emails by end of day they are received. Perform research and fulfillment with regard to existing customer inquires and problems.
• Process address changes for LPL Financial and vendor accounts.
• Act as back up for quotes, order entry, and account information when Financial Advisors do not have access to Clientworks, is with a client, on the phone, or out of the office.
• Process closed account on Client Works and update Redtail to closed
  
  

Weekly Functions

• Proactively communicate with clients regarding all service needs, administrative requests, appointment/review scheduling, invitations, and to maintain overall client relationships.
• Routinely maintain current client resource management tools (i.e. Redtail).
• Assist Private Banker’s in creating a professional, secure and welcoming atmosphere.
• Follow up on all direct trade applications including verifying proper funds or sub-accounts, direct deposit of interest payments, proper IRA coding, PIP’s and SWP’s.
• Analysis of Client Works reports to eliminate debits, credits, and make Financial Advisor’s aware of opportunities.
• Verify that annuities are linked to active LPL accounts.
• Follow up on Client Works notification and TOA’s for Private Bankers.
• Order necessary office supplies.
• Research undeliverable mail, maintain “lost client” statements for eventual abandoned property.
  
  

Periodic Functions

• Follow up on firm element continuing education (CE) to be sure that associates have completed.
• Reassign client’s accounts including LPL and vendor changes.
• At year end, assist in the successful completion of client required minimum distribution (RMD’s).
  
  

Marketing Functions

• Introduction letters for new Private Banker’s.
• Assist with regular mailings including newsletters, CCI marketing pieces, and birthday cards.
• Order business cards, letterhead, and envelopes for Private Banker
• Coordinate special marketing initiatives including: Holiday cards/letters, thank you notes/letters, Portfolio review letters, Financial planning letters, Education planning letters, Product specific marketing.
• Assist in coordinating seminars and client appreciations.
  
  

Employer Determines The Essential Functions Of The Job.

All associates must understand and adhere to the non-negotiable Banker Standards and commit to practicing SGNNT at all times. Associates will consistently follow policies and procedures as established by Capital City Bank, with department managers setting the standard.

Associated Duties

Provides additional support to manager and department colleagues. Completes all assigned/required Bank training within established timelines.

Knowledge, Skills And Abilities (KSAs) Required

The following KSAs are usually acquired through work experience and/or specialized course(s):

• Ability to analyze situations to determine solutions or resolve problems
• Ability to apply general accounting knowledge (debits, credits, balancing) to processes
• Ability to apply knowledge and sound judgment in decision-making and understand consequences of decisions
• Ability to work in fast-paced team environment, handle multiple tasks and prioritize work
• Effective written and verbal communication skills
• Excellent client service skills
• Excellent time management and organizational skills
• Knowledge of general office procedures (e.g., filing, correspondence, scheduling)
• Strong PC skills (proficient knowledge of MS Word, Outlook and Excel)
• Knowledge of bank products
• Knowledge of loan application and documentation processes, policies and procedures
• Knowledge of Silverlake, Jack Henry, Credit Quest and Decision Pro banking systems, a plus.
  
  

Education

Qualified candidates will have a High school diploma or equivalent, some college coursework preferred; along with 3 or more years experience in a lending assistant position or loan support function in a financial institution (bank, credit union, mortgage company, etc.) Relevant experience may substitute for the education requirement.

Working Conditions

• Regular client contact.
• Professional office/lobby environment.
• Some travel may be required.
• Occasional overtime.
• In the rare instance of a major or extensive natural disaster, epidemic or pandemic occurrence, or other disruption within our footprint, it may be necessary for associates to relocate or telecommute before, during or after, to ensure business continuity.
  
  

Capital City Bank associates are our greatest asset. We offer the following benefits

• Medical, Dental and Vision
• Life Insurance
• 401(k) with Matching
• Flexible Spending Accounts
• Tuition Assistance
• Stock Purchase
• Discounts on Products and Services
  
  

EOE/Protected Veterans/Disabled/Drug Free

The above declarations are not intended to be an “all-inclusive” list of the duties and responsibilities of the job

described nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they

are intended only to describe the general nature of the job.

THIS JOB DESCRIPTION DOES NOT CONSTITUTE AN EMPLOYMENT AGREEMENT. This job description does not

restrict Capital City Bank from the ability to assign, reassign or eliminate duties and responsibilities of this job at

any time. This job description describes the current assignment of essential functions. These functions may

change at any time as the needs of the Bank or department change or for other reasons deemed appropriate.