Document Management Specialist

 Position: Documentation Management Specialist

Location: Oakdale, CA 
Job Type: Full-Time
Department: Loan Administration
Reports To: AVP Documentation Management Supervisor
Salary Range: $42,000 – $60,000 annually [$20.19 per hour- $28.85 per hour]
FLSA Status: Non-Exempt 

Additional Compensation: Employees may be considered for annual performance-based salary increases; eligibility and amount are determined by individual performance and business needs.

Total Compensation: In addition to base pay, this position may include performance-based salary increases. Oak Valley Community Bank also offers a comprehensive benefits package that includes medical, dental, vision, retirement savings with employer match, paid time off, and other voluntary benefits. Final compensation will be based on skills experience, and internal equity.

About the Role

The Documentation Management Specialist plays a critical role in supporting the Bank’s lending operations by ensuring the integrity, accuracy, and organization of loan and credit documentation throughout its full lifecycle. This position administers the Bank’s document management system, ensuring loan files are complete, compliant, and readily accessible for internal users, audits, and regulatory reviews.

This role is well‑suited for candidates with experience as a Loan Assistant, Loan Operations Specialist, or similar banking support role who enjoy working with loan documentation, electronic imaging systems, and process-driven environments. This is an on-site position.

Essential Duties & Responsibilities

• Administer and maintain the Bank’s document management system, ensuring accurate use of templates and adherence to procedures.
• Scan, index, and organize loan and credit documentation accurately and within established timeframes.
• Review loan files to ensure required documentation is complete prior to indexing.
• Monitor loan production to ensure new loans, renewals, and modifications are documented timely and accurately.
• Ensure compliance with document retention, security, and storage requirements for both electronic and physical records, including original notes.
• File and track vehicle liens with the DMV, resolving documentation and title issues as needed.
• Enter completed loans into the Sageworks Loan Monitoring System (FCM).
• Respond to document retrieval requests and support audits, retention, and special projects.
• Maintain office supply inventory for the Oakdale HUB and coordinate vendor orders as needed.
• Support departmental operations during staff absences or peak workloads and recommend process improvements when appropriate.
• Perform duties in accordance with Bank policies, regulatory requirements, EEO standards, BSA responsibilities, and workplace safety guidelines.

Minimum Qualifications

• High school diploma or GED required.
• Minimum of six (6) months of banking experience, preferably in loan documentation, loan administration, or electronic document management OR a college/technical school degree.
• Working knowledge of web‑based applications and Microsoft Outlook, Word, and Excel.
• Ability to read, interpret, and apply banking documents, procedures, and regulatory requirements.
• Strong attention to detail with the ability to manage multiple priorities accurately and efficiently.
• Solid communication skills and the ability to effectively interact with internal and external customers.

Preferred Qualifications

• Prior experience as a Loan Assistant, Loan Processor, or Loan Operations Specialist.
• Familiarity with document imaging or electronic filing systems in a banking environment.
• Experience with loan monitoring systems such as Sageworks or similar platforms.
• Knowledge of loan documentation requirements, retention standards, and audit support practices.

Supervisory Responsibility

• This position does not have supervisory responsibility.

Equal Pay & Opportunity Statement

Oak Valley Community Bank complies with the California Equal Pay Act and SB 642 requirements. Compensation decisions are based on experience, skills, and business needs, without regard to sex, gender identity, gender expression, race, or any other protected characteristic. We are an equal opportunity employer committed to diversity, equity, and inclusion.