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Career Opportunity: Documentation Specialist

Job Title
Documentation Specialist
Golden State Farm Credit, ACA
Chico, California
Experience Level
Entry Level (1-4 years)
Supervisor's Title
Documentation Manager
Financial Services
Salary Range
DOE, depending on experience
Posted Date
Tuesday, December 12, 2017
Closing Date
Open until filled
Job Description

Position Summary

Golden State Farm Credit is looking for a Documentation Specialist for our Chico Branch Office. This position reviews and prepares documentation for loans/leases and servicing actions, legal documentation to expedite processing, and answers inquiries. This recruitment is open until filled.

Essential Functions

  • Document and Information Review and Preparation
    • Reviews and troubleshoots checklist and information provided by authorized staff to determine which documents need to be prepared for the borrower to sign
    • Determines appropriate format for documentation based on type of credit
    • Enters information into internal credit software application to prepare proper documentation for signatures
    • Prepares and reviews documents to ensure compliance with Federal and State laws, FCA regulations, and Association procedures
  • Document Finalization
    • Reviews executed documents to ensure accuracy, appropriate signature, and supporting documentation received
    • Sends documentation to accounting and request booking/funding, as needed
    • Notarizes documents as appropriate
  • Administrative Duties
    • Tracks loan and lease status and outstanding items related to the credit actions by entering Information into database and spreadsheets
    • Compiles and inputs information into the California Secretary of State database to ensure 1st lien status
    • Searches and monitors UCC filings and continuations
    • Enters and verifies information into DMV forms for new and paid out leases
    • Scans documentation into content management software, and documenting filing.
  • Data Security and Confidentiality
    • Appropriately protects the confidentiality, security, and integrity of the Association’s systems and data and clients’ data
  • Commitment and Support of Association Mission
    • Understands, applies, and supports the Association mission and vision statement in a positive, professional manner at work and with customers in all settings

Knowledge and Skills

  • Skill to sort, analyze, and put into context complex documents
  • Knowledge of the agriculture, financial and real estate industry, and applied business mathematics and principles.
  • Knowledge of Microsoft Office Suite, computers, current software, and other office tools.
  • Ability to effectively read, write, and communicate in the English language.
  • Skill in serving and working effectively with both external and internal customers in a professional, respectful manner.
  • Skill in analyzing information and problem solving to formulate logical and objective conclusions.
  • Skill in posting, editing, tracking, organizing, and reviewing data/documents with precision and accuracy.
  • Knowledge of documentation requirements for agricultural, and commercial loans/leases.
  • Knowledge of title insurance, escrow practices and procedures.
  • Skill in working independently, prioritizing tasks, and handling multiple projects simultaneously to complete work within imposed deadlines and in accordance with established policies and procedures.
  • Skill in working effectively in a team environment and with management, external parties, and technical personnel.


  • Education: High School Diploma
  • Experience: 2 years of experience in general office administration
  • Certifications: Public Notary (preferred, but not required)
  • Or an equivalent combination of education and experience sufficient to perform the essential functions of the job

Physical Demands

Positions in this class requires:  typing, talking, hearing, seeing, and repetitive motions.  May be required to lift up to 10 pounds, carry, push, pull or otherwise move objects while completing essential functions.  This position is comprised of sedentary work which involves sitting at a computer a majority of the workday; walking and standing are required only occasionally. The employee is required to have close visual acuity to perform activities such as: preparing and analyzing data and figures, viewing a computer screen, and/or reading extensively.

Working Conditions

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.


The above statements are intended to describe the general nature and level of work being performed by associates assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed. Golden State Farm Credit is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or disability, or any other characteristic protected by law.

Applicants are required to submit a Golden State Farm Credit application to be considered for the position. Resumes and other documents may be attached and submitted as a supplement to the application.