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The Role
Supervise records retention and forms management: maintain records database and storage policies, ensure compliant storage/access/destruction, manage purchasing and vendor negotiations for forms, maintain inventory, generate reports, supervise staff and timesheets, ensure vehicle maintenance and regulatory compliance.
Summary Generated by Built In
POSITION SUMMARY
Responsible for ensuring proper storage, access, and destruction of the Corporation’s records and for purchasing, warehousing, and distributing all required forms necessary for organizational purposes.
ESSENTIAL REQUIREMENTS
Maintains a records database and storage policy that insures against loss of records and provides for return of records to originator within 48 hours.
Ensures proper storage, access, and destruction of the Corporation’s (company) records as directed by applicable federal, state associations or organization record retention policies.
Establishes and implements record storage and retention policies that comply with applicable regulations while minimizing costs to the organization.
Solicits bids, analyzes quotations received, and selects or recommends purchases to Purchasing Manager.
Interviews vendors and major suppliers to evaluate product capabilities, negotiates terms of agreement with the vendors and monitors contract terms to ensure compliance with agreement.
Advises others within the company regarding prices, availability, and substitutions.
Keeps informed of the latest developments in the printing industry.
Maintains proper inventory levels of all required forms and filling requisitions accurately and on a timely basis.
Initiates regular review of forms to ensure compliance with regulatory requirements.
Assists the Purchasing Manager with administrative functions for the group.
Generates month-end reports and provides to the Purchasing Manager.
Exercises the usual authority of a supervisor concerning staffing, performance appraisals, promotions, salary recommendations, and terminations. Approves weekly timesheet as well as time off requests from staff.
Ensures maintenance on company vehicle is up to date.
Must have valid driver’s license.
Maintains current knowledge of applicable federal, state and association policies to avoid a conflict with company policies.
Regular and predictable attendance is an essential requirement of the position.
Compliance training for your position must be completed each year.
Must understand all applicable banking laws and regulations that apply to the position and complies with the requirements.
NON-ESSENTIAL FUNCTIONS
Performs all other duties as assigned.
EXPERIENCE/SKILLS
- One (1) - two (2) years’ experience or equivalent experience in a related field preferred.
- Must be able to operate a forklift picker or obtain certification within 30 days of the start of employment.
- Proficient in spreadsheet applications.
- Self-starter, good organization.
- Ability to handle multiple tasks in a fast-paced environment.
- Good written and verbal communication skills.
EDUCATION
Bachelor’s Degree preferred; concentration in business preferred.
TRAVEL REQUIREMENTS
Ability to travel to all locations as well as ability to travel overnight, as needed for meetings, projects, seminars, etc.
PHYSICAL DEMANDS
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
While performing the duties of this job, the employee is required to sit, stand, and walk; lift, push and pull objects over 40 pounds, handles, or works with heavy equipment 10% of the time; use hands and fingers to operate keyboard and other office equipment; reach with hands and arms; and talk or hear. The employee is occasionally required to stoop or kneel.
EQUIPMENT
MS Office PC, fax, phone, standard office equipment and heavy equipment.
Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThis employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
Skills Required
- Valid driver’s license
- Ability to operate a forklift picker or obtain certification within 30 days
- Proficient in spreadsheet applications (e.g., Excel)
- One to two years' related experience or equivalent
- Bachelor's degree (business concentration preferred)
- Knowledge of applicable banking laws and regulations and compliance requirements
- Complete compliance training annually
- Ability to lift, push, and pull objects over 40 pounds
- Good written and verbal communication skills; strong organization and multitasking
- Ability to travel to all locations and travel overnight as needed
1st Source Bank Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about 1st Source Bank and has not been reviewed or approved by 1st Source Bank.
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Healthcare Strength — Health insurance, prescription coverage, and full coverage for preventive care and certain screenings are described as available. Dental and vision coverage, telemedicine, maternity support programs, and tobacco cessation offerings add breadth to the health package.
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Retirement Support — A 401(k) plan is described as available with both Traditional and Roth savings options, alongside HSAs for eligible expenses. Life, accident, and disability protections are also described as part of the broader financial security offering.
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Wellbeing & Lifestyle Benefits — Wellness programs such as weight-loss support and other wellbeing initiatives are described as available, sometimes at no extra cost to eligible members. Financial wellness workshops and planning resources are also described as offered.
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The Company
What We Do
Founded in 1863 in South Bend, Indiana, 1st Source Bank has offered clients a convenient and friendly way to bank for over 155 years. At 1st Source, we listen to our clients, understand their needs and always keep their best interests in mind. 1st Source Bank remains the largest locally controlled financial institution headquartered in the northern Indiana-southwestern Michigan area. We operate banking centers across our region, boast 1st Source Bank Specialty Finance Group locations nationwide, as well as several Wealth Advisory Services locations and 1st Source Insurance offices. We deliver a comprehensive range of banking services along with highly personalized attention to our clients, both individuals and businesses. Our mission is to help our clients achieve security, build wealth and realize their dreams. Additionally, for over 155 years, 1st Source Bank has been giving back to our communities to actively help build good places to live, work and raise our families. This service to our community is one of our principal values and has defined who we are and how we do business. Member FDIC | Equal Housing Lender
