About this role
Looking to join a Great Place to Work Employer and become a valued member of our growing team? At SmartBank, we're not just offering a job; we're inviting you to be a part of a culture built on excellence.
Major Duties and Responsibilities:
Core Values & Culture Commitment:
• Uphold SmartBank Core Values and Core Purpose. • Adheres to and embraces the SmartBank Way by Acting Smart, Looking Smart and Being Smart.
Compliance Management System Support
• Support assigned compliance monitoring, risk assessment, policy, training, audit, examination, and committee activities. • Maintain accurate logs, spreadsheets, reports, supporting documentation, and evidence of completion in approved locations. • Gather, organize, and validate information requested for monitoring reviews, audits, examinations, consulting engagements, and internal reporting as requested. • Identify missing information, documentation gaps, errors, control concerns, or recurring issues and escalate them promptly to the Director of Compliance or appropriate Compliance Manager.
Ticket and Workflow Administration
• Review, categorize, assign, track, and close assigned Compliance Department FreshService tickets in accordance with departmental procedures. • Use approved response language, obtain required supporting documentation, follow up on open items, and maintain consistent records supporting workload and trend reporting.
NMLS Administration
• Support NMLS registration, transfer, maintenance, renewal, and removal processes for applicable mortgage loan originators and other registered associates. • Coordinate documentation and follow-up with business-line management, Human Resources, and Compliance; escalate delayed, incomplete, or potentially noncompliant items.
Monitoring and Review Activities
• Reconcile submitted deposit hold forms to daily hold reports; record required attributes; document errors, omissions, and potential procedural deviations; and retain review evidence. • Coordinate annual branch signage reviews, including evidence collection, completion tracking, exception documentation, and follow-up. • Assist with periodic website compliance reviews by tracking assigned pages, documenting results, and routing identified concerns for subject-matter review. • Review assigned California resident reports and provide approved reporting to Marketing while maintaining supporting documentation. • Review Do Not Call Report weekly and make any necessary updates.
Policy, Flood, and Training Support
• Serve as Compliance Department representative for Tandem Policy Management, including distribution of review schedules, reminders, approval tracking, version control, policy entry, and evidence retention. • Maintain flood compliance reminders, logs, documentation, and follow-up communications; escalate overdue or potentially noncompliant items. • Track delinquent compliance training and ancillary education activities and issue approved follow-up communications to associates and managers.
Advertising, Complaints, and Governance
• Maintain advertising tracking records and organized copies of advertisements, review documentation, approvals, and related correspondence by category. • Maintain complaint tracking records and supporting complaints, responses, correspondence, and resolution documentation; promptly escalate matters presenting elevated regulatory concerns. • Assist with periodic CMS reporting and Risk Management Committee materials, minutes, action-item tracking, and evidence of completion.
General Responsibilities
• Protect confidential customer, associate, and Bank information and follow applicable privacy, information-security, records-retention, and internal-control requirements. • Maintain current knowledge of assigned procedures, systems, and job responsibilities through required training. • Comply with applicable federal, state, and local banking laws and regulations, including the Bank Secrecy Act, and perform other duties as assigned.
Position Requirements and Qualifications:
Education:
• High school diploma or GED required; associate or bachelor’s degree preferred. • One to two years of banking, compliance, operations, audit, risk, lending, deposit, quality-control, or administrative support experience required. • Two or more years of directly related experience preferred. • An equivalent combination of education, training, and experience may be considered.
Training Requirements (licenses, programs, or certificates):
• None
Knowledge, Skills, and Abilities:
• Working knowledge of banking products, services, operational processes, regulatory compliance, consumer protection, documentation, internal controls, and issue escalation. • Strong attention to detail, organization, analytical ability, follow-through, and time management; ability to manage recurring responsibilities and multiple priorities accurately and timely. • Ability to compile, reconcile, and summarize data; maintain accurate spreadsheets and records; follow written procedures and checklists; and recognize inconsistencies or documentation gaps. • Professional written and verbal communication skills and the ability to work effectively with associates at all organizational levels. • Sound judgment, discretion, confidentiality, ethics, initiative, and the ability to work independently within assigned authority while supporting the Director of Compliance and multiple Compliance Managers. • Commitment to continued learning and professional development within the compliance function. • Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. • Ability to learn FreshService, Tandem Policy Management, NMLS, learning-management systems, shared drives, and other departmental tools.
Work Conditions:
• Able to routinely stand, sit, bend and stoop. • Frequently and regularly required movements using wrists, hands, and/or fingers. • Average, ordinary, visual acuity necessary to prepare and inspect documents or products and operate machinery. • Ability to hear average or normal conversations and receive ordinary information. • May be required to travel to training sessions or meetings.