Middle Office Assistant

First Midwest Bank Joliet, IL

Responsible for client payment processing and related problem resolution - includes recurring payments, adhoc bill payment, estimated tax payments, etc.


* Establish recurring payment/receipt set up on accounting system - includes models, monthly distributions via ach or check, recurring income receipts (social security payments, pension payments) transfers between accounts, and other incoming ach payments or wires.

* Review and analyze information provided by Officers and Assistants to ensure recurring payment and daily payment requests are correctly processed.

* Process and coordinate high volume daily bill payments via ach or check. Contact Officers, Assistants and/or Vendors to verify information and obtain approval. Develop and maintain vendor liaison contacts as position has responsibility for problem resolution with past due or bill amount discrepancy issues.

* Process and coordinate real estate tax payments involving 40 counties. Create annual spreadsheets by Officer to ensure all necessary payments are processed timely. Contact respective Treasurer's Department for information and to order missing client tax bills.

* Process and coordinate estimated tax payments for clients on a quarterly basis.

* Process and coordinate with tax area all payments related to 1040 federal and state taxes on an annual basis.

* Provide daily assistance to Relationship Manager Assistants (15) concerning workflow, forms and special requests.

* Create basic downloads to assist Assistants and Officers with client bill paying related questions

* For all new account relationships, coordinate change of address with each vendor to ensure payments going forward will be processed timely by Middle Office.

* Update and maintain various client payment logs in order to document approval, special processing instruction and past history for audit and Officer inquiry.

* Assist Manager with daily workflow as assigned

* Files and organize all paid bills to assist with audit review and SSAE16 mandated testing

* Serve as backup for certificate of deposit processing

* Serve as backup for Administrative review processing

* Serve as backup for regulatory non-discretion high risk account weekly transaction review. Document findings and communicate with Fraud area if anything unusual is noted.

* Review and commit scanned documents for our Indiana branch client electronic files. Index and commit documents timely to ensure easy access for our Officers and Assistants.

* Participate in all required training sessions for compliance

* Maintain adequate controls to ensure compliance with consumer protection statutes/regulations in a defined area of responsibility

* Implement bank directed policy and changes relating to regulatory amendments

The position responsibilities outlined above are in no way to be construed as all encompassing. Other duties, responsibilities and qualifications may be required and/or assigned as necessary.


* High school degree or equivalent work experience

* College degree or relevant business courses preferred

* 1-2 years administrative assistant work experience

* Proficient in use of Company computer-based work tools

* Strong PC Skills (Word and Excel) required

* Prior work history that demonstrates ability to assist and communicate well with others in a service environment

* Demonstrated organizational skills

* Position requires the need to work occasional overtime and includes local travel to vendors or other bank branches


* Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

* Please view Equal Employment Opportunity Posters provided by OFCCP here.

* The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

* EOE/Minorities/Females/Vet/Disability.

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