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First Bank (FBNC) · 1 day ago

CarBucks Document Support Specialist I

Greenville, SC

Full-time

Onsite

New Grad, Entry Level

0+ years exp

First Bank (FBNC) is seeking a Document Support Specialist I to successfully complete administrative duties that support the organization, including filing automotive titles and managing key security tasks. The role requires attention to detail and accuracy, ensuring effective workflow between clients and providing excellent customer service.

Asset ManagementBankingFinanceFinancial ServicesWealth Management

Responsibilities

Compile, sort, and file and block ticket/automobile title records, as well as perform other elements of automobile title management as required

Manage the filing process, including receiving, sorting and verifying inbound block tickets and cross-referencing the accuracy of VIN numbers and dealer/purchaser information

Perform duties in a fast-paced environment, completing work tasks with accuracy. Ability to cycle through work batches on a bi-hourly, hourly, and weekly basis

Pull and deliver titles. Determine appropriate delivery method (FedEx, US Mail) and verify the accuracy of delivery instructions and contact information

Maintain and update title filing, inventory, and database systems, either manually or using the computer

Prepare various reports that involve gathering data, summarizing information, and compiling into appropriate formats. Compute, record, and proofread report data

Prepare and utilize computerized tracking and reporting tools (i.e. Excel spreadsheets) to manage documentation. Review reports daily/weekly to initiate actions for Title File Listing, Pull lists, etc

Responsible for maintaining security and compliance controls. Adhere to all operational, security, and risk policies and procedures

Perform weekly audits of dealer folders to verify accuracy and consistency of information, cross-referencing VIN numbers, make/model, dealer/auction information, and block ticket to a title

Safeguard all collateral assets and transactions by ensuring that operations are conducted in secure manners that protect the operational integrity and meet compliance

Participate in records maintenance activities and audits in accordance with organizational policies and procedures in order to manage operational risks and identify areas for improvement

Research and resolve any discrepancies

Develop strong relationships with internal business units, dealer customers, auctions, other financial institutions, and industry connections. Manage relationships to ensure efficiencies. Work cross-functionally to resolve issues and source information

Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail

Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers

Answer incoming office phone calls. Exercise diplomacy and good communication skill in receiving telephone inquiries

Field customer/dealer/auction inquiries through phone and email. Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints

Review files, records, and other documents to obtain information to respond to requests. Supply information that requires knowledge of functional organization and procedures. Serve as an information resource regarding critical policies and procedures

Ability to discern the proper channels for addressing issues/concerns

Accurately identify needs through meaningful conversations and promote solutions with minimal supervision. Escalate complex inquiries to management

Provide a thorough, timely, and accurate responses

Passionately contribute to a customer-focused environment and consistently surpass customer expectations. Commit to delivering the best of customer experiences with each customer interaction

Occasional need to diffuse customer grievances and present corrective actions to salvage a damaged customer relationship, such as communicating with auctions regarding denied units

Present excellent customer grievance management skills. Communicate clearly, concisely and in a non-confrontational manner. Exhibit professionalism and respect to dealers when negotiating a resolution

Determine when necessary to escalate inquiry to Document Support Specialist II or management

Enhance productivity and demonstrate advanced proficiency by adapting to new technology and acquiring new technical skills through training. Pursue ongoing education to stay abreast of changes and trends in the industry

Maintain a working knowledge of policies, basic title laws, and procedures. Stay abreast of changes in documentation standards and regulations

Recommend improvements in workflow and procedures as appropriate to Document Support Specialist II

Work maintains a high attention to detail since it directly impacts the reputation and professional relationships and collateral position of the organization

Proactively tackle administrative duties with confidence, consistent accuracy, and minimal supervision and direction

Work well with all members of the team

Completes annual compliance courses

Adheres specifically to all corporate policies and procedures. Also adheres to Federal and State regulations and laws; including, the Bank Secrecy Act and the Anti-Money Laundering Act

Adheres to all levels of our Service Excellence standards

Performs other duties as required

Qualification

Microsoft ExcelCustomer serviceBSA/AML complianceDocument managementOrganizational skillsOffice equipment operationSpanish fluencyAttention to detailCommunication skills

Required

High School Diploma and 6-months experience in an office environment and/or customer service

Good Keyboarding skills

Must possess exceptional organizational skills, the ability to prioritize, be detail-oriented and take initiative

Ability to perform accurate work in a fast-paced environment

Thorough working knowledge of office practices and procedures

Ability to operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers

Must be computer proficient with Microsoft application skills, including Excel

Ability to classify documents and file for future retrieval

Ability to maintain the highest level of confidentiality

Excellent listening and verbal and written communication skills and the ability to interact professionally in a collaborative environment with a diverse group of internal and external contacts

Ability to comprehend and adhere to operational controls, including compliance to all required policies and all Federal and State banking regulations, including compliance to the Bank Secrecy Act/Anti Money Laundering (BSA/AML) and Office of Foreign Asset Control (OFAC) and USA PATRIOT Act programs

A valid driver's license is required

Must have the ability to stand, walk, sit and use hands and fingers

Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled

Must be able to pay close attention to detail and be able to work as a member of a team

Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations' situations

Must have the ability to exercise discretion as well as appropriate judgments when necessary