Records Specialist

Responsible for performing a diverse range of duties to support operational processes of the Records Department in the following areas: imaging, vault, loan quality control, title suspense and membership quality control. Duties also include researching paid off collateralized loans for proper release and performing a comprehensive review of documents to ensure compliance, quality, accuracy, and proper completion. This position requires proficiency in utilizing the imaging system and all related functions to ensure accurate document control. Time management skills and the ability to work under pressure are essential in performing position responsibilities due to the large volumes of paper and electronic documents that must be worked and completed accurately according to established schedules and deadlines. Performs additional miscellaneous duties as assigned. 

1. Assumes responsibility for the effective and timely performance of assigned Records functions. 

1. Ability to complete tasks within the loan and membership quality control areas, vault, imaging or other areas of the Records department as required. 
2. Knowledge of all aspects of Records requirements and compliance needs. 
3. Attention to detail is mandatory to ensure quality, accurate completion, and secure transmission of all documents in various formats.  
4. Complies with strict regulatory guidelines and outlined retention schedule when processing all required documents.  
5. Ensures that AFCU required trainings are completed in a timely manner through the Development Center and adheres to AFCU Core values and AFCU Service Standards.  
6. Participates in Anti-Money Laundering (AML), Bank Secrecy Act (BSA), and Office of Foreign Asset Control (OFAC) training tailored to position specific responsibilities that must be followed to ensure compliance with established processes, rules, laws, and regulations. 
    

1. Assumes responsibility for maintaining professional working relations with members and business contacts. 

1. Obtains and conveys accurate information, answers questions, and resolves problems promptly and courteously. 
2. Maintains and projects the Credit Union's professional reputation. 
3. Maintains expertise in different areas of the department. 

1. Assumes responsibility for establishing and maintaining effective communication, coordination, and working relations with Credit Union personnel and with management. 

1. Assists branches and departments as required. 
2. Supports and replaces Records' personnel as assigned. 
3. Communicates with employees and managers for required corrections and account resolution on various documents. Involves Senior Management as needed.  
4. Informs Records management of area activities, significant problems and provides suggestions for improved service delivery. 
    

1. Assumes responsibility for all Records related duties as required or assigned. 

1. Processes payoff of collateral loans paid off by financial institutions, dealers, buyers, branches, and members, ensuring proper release of titles. 
2. Coordinates with insurance companies for Letters of Guarantee and ensures proper release of titles.  
3. Resolves multiple title and payoff issues with members, branches and/or department complaints. 
4. Reviews all loan and membership documents to ensure compliance requirements and accuracy are met. 
5. Validates field of membership qualifications are met for all applications.  
6. Responsible for accurate document control while scanning, indexing, and verifying all MFP uploads. 
7. Maintains knowledge of basic imaging software functions.  
8. Responsible for processing high daily volumes, completing them timely and accurately.  

Training/Education/Certification: 

• High school graduate or equivalent. 

• Additional Business Coursework helpful. 

• At least 3 years of credit union experience. 

Required Knowledge 

• Knowledge of imaging policies and procedures, TREX software and its workflows. 

• Knowledge of required Credit Union member documents.  

• Understanding of various state title requirements. 

• Understanding of AIR/InBranch systems and other related computer applications. 

Skills/Abilities: 

• Well organized and attentive to detail. 

• Excellent phone skills. 

• Strong communication and public relations skills. 

• Able to assist and coordinate assigned tasks with others. 

• Able to use PC, Imaging Systems, Microsoft Office applications, telephone, and other business applications and equipment.