Loan Librarian at Pathfinder Bank – Oswego, New York

Join a team that values your expertise and your community. At Pathfinder Bank, you are more than an employee. You are part of a team that takes pride in helping local businesses and communities grow. We are committed to a people first culture built on respect, development, and service.

We offer:

• Competitive compensation and benefits, including health coverage, 401(k) with company match, and generous paid time off
• Opportunities for career growth and internal mobility
• A community focused culture with paid volunteer opportunities
• A supportive team that values your contributions

Position Summary:
As part of the Loan Operations team, the Loan Librarian is responsible for performing physical and digital file management and maintenance, organizes paperwork according to an efficient filing system and converting paper documents into accurate, well-organized digital records within the bank’s document imaging and storage systems. The Loan Librarian must protect and update files, as well as make them easily accessible, as needed. This role supports all loan operations functions, including daily servicing responsibilities. Loan Librarians must be organized, detail oriented, and skilled in computers. This role plays a critical part in ensuring the integrity, confidentiality, and accessibility of customer and bank records, adhering to regulatory and security requirements while also enhancing customer experience. The Loan Librarian will cooperate with other members of the department to achieve departmental goals.

Essential Functions

• Responsible for a variety of clerical functions in the Loan Operations area including filing, updating systems, assembling documentation, and providing internal or external customers with detailed research regarding loan documentation, and at times customer service concerns, to resolve the issue, concern, or request
• Gather and organize files, ensuring loan files contain appropriate documents and other relevant data according to company policy, procedures, and applicable government laws or regulations, while using an efficient filing system
• Review incoming documentation to determine appropriate account/customer. Sort all papers using the appropriate filing system to streamline filing and storage in paper or digital files. This includes organizing documents alphabetically or numerically, and then accurately filing documents according to content, dates, significance, via digital or paper format as applicable.
• The Loan Librarian is responsible for receiving and filing all completed legal documents for storage. Identify all files and compliance records from a checklist. Ensure any electronic records completed for a file also contain all required forms/documents
• Maintain tracking of exception items, clearing exceptions as documents are received and ensuring they are stored in their proper locations via digital or paper format, as applicable
• Assist with retrieval of documents for audits, reviews, or internal requests utilizing Pathfinder Bank's digital and/or paper filing systems to retrieve files or specific documents, then deliver this information to appropriate department, employee, or location according to guidelines, efficiently resolving inquiries
• Respond to calls and emails regarding loan processing, documentation, and other loan information. This may include photocopying documentation or digitally scanning and securely sending information via approved methods
• Receive loan file requests, check loan files in and out of the loan file room, and deliver files (internally) as requested, tracking location of all files removed from the loan file room
• Monitor and maintain retention of loan files and lending documentation
• Maintain proficient knowledge of, and demonstrate ongoing compliance with all laws and regulations applicable to this position, ensure ongoing adherence to pertinent policies, procedures, and internal controls, meet all job-specific training requirements in a timely fashion
• Handle sensitive customer and financial information confidentially, in accordance with policies, procedures and internal controls
• Maintain a clean and organized work area and properly store or dispose of documents per retention policies
• Collaborate with team members and supervisors to meet productivity and accuracy goals
• Assists with storage of scanned documentation and eventual destruction according to departmental and regulatory document retention guidelines
• Adheres to Document Management policies, standards, and process controls

• High school diploma or equivalent required
• Practical knowledge and experience in loan documentation, loan compliance, loan operations, loan servicing, record management, or a closely related field required
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills with professionalism and discretion
• Proven ability to work independently with strong attention to detail and accuracy in data entry and processing
• Ability to maintain productivity while performing repetitive tasks with a high level of concentration
• Understanding of confidentiality and data security best practices
• Ability to learn and apply regulatory and compliance requirements
• Proficiency in scanners, document imaging systems, and basic computer applications
• Proficiency in Microsoft Office products, including Excel, Word, Outlook, and Adobe

Preferred Qualifications

• 1 to 3 years of experience in a banking, financial services, or operations environment
• Bachelor’s degree in Business, Information Systems, Finance, Computer Science, or a related field
• Relevant banking or records management certifications
• Working knowledge of document imaging systems, core banking platforms, and lending or deposit operations
• Experience with reporting tools, dashboards, or process automation tools
• Foundational knowledge of customer, deposit, and loan documentation and imaging concepts