Junior Escrow Officer

Job Summary

The Junior Escrow Officer is responsible for supporting the Bank’s escrow operations by administering escrow accounts and facilitating the timely and accurate completion of financial and real estate transactions. This role prepares escrow instructions, reviews and processes transaction documents, safeguards funds and legal records, and ensures compliance with contractual terms, banking regulations, and internal policies. The Junior Escrow Officer coordinates with customers, lenders, attorneys, title companies, and other stakeholders to disburse funds, process mortgage payoffs, record legal documents, and support successful transaction closings. Working with minimal supervision, the incumbent delivers high-quality customer service while maintaining the integrity, accuracy, and security of escrow-related activities.

Key Responsibilities

• Demonstrate working knowledge of creating, preparing, processing, and recording title instruments related to the transfer, conveyance, and/or encumbrance of real property with minimal supervision.

• Review and interpret routine preliminary title reports, identify issues requiring resolution, and take appropriate action based on the specific escrow transaction.

• Develop and maintain positive working relationships with title company personnel, customers, lenders, attorneys, and other third parties to facilitate effective communication throughout the escrow process.

• Maintain accurate transaction records, checklists, and documentation of all communications and activities related to escrow files.

• Exercise neutrality and professionalism in all transactions while maintaining the highest standards of confidentiality and data security.

• Adhere to Bank policies, procedures, regulatory requirements, and escrow guidelines, escalating exceptions, discrepancies, unusual transactions, or policy deviations to the Escrow Supervisor.

• Receive, deposit, and disburse escrow funds in accordance with escrow instructions and established controls.

• Coordinate with title companies to authorize recordings and ensure all required conditions are satisfied prior to closing.

• Balance and reconcile escrow files following confirmation of recording and receipt of all remaining funds.

• Process payoff demands, issue checks, and facilitate the timely disbursement of funds to appropriate parties.

• Prepare transmittal letters, closing correspondence, settlement statements, and other escrow-related documentation.

• Support the successful closing of escrow transactions by ensuring accuracy, completeness, and compliance with all applicable requirements.

• Perform special projects and other related duties as assigned.

• Work Saturdays, as needed, to support special projects and business needs with management approval.

Compliance Responsibilities

Complies with all applicable state and federal banking laws, regulations, and internal policies related but not limited to lending, operations, and deposit requirements, including Bank Secrecy Act (BSA), Anti-Money Laundering (AML) requirements, Office of Foreign Assets Control (OFAC) regulations, Customer Identification Program (CIP) requirements, Financial Elder Abuse reporting laws, Sexual Harassment prevention policies, information security and privacy requirements.

Required Knowledge

• Proficiency in FPS System and other escrow-related banking systems.

• Proficient in Microsoft Office Suite, including Excel, Word, and Outlook.

• Knowledge of loan documentation and the ability to review and process various loan types and related documents.

• Understanding of the Privacy Act, confidentiality requirements, and information security practices applicable to banking and escrow operations.

• Knowledge of wire transfer procedures, including the verification, processing, and safeguarding of electronic funds transfers.

• Working knowledge of the Bank’s products and services, including lending, deposit, and related financial services.

• Ability to interpret title reports, escrow instructions, legal documents, and real estate transaction records.

• Strong attention to detail with the ability to maintain accurate records and ensure compliance with Bank policies and regulatory requirements.

• Effective verbal and written communication skills with the ability to interact professionally with customers, title companies, attorneys, lenders, and other third parties.

• Strong organizational, time management, and problem-solving skills with the ability to manage multiple transactions simultaneously.

• Ability to maintain confidentiality, exercise sound judgment, and remain impartial throughout the escrow process.

Knowledge, Skills and Abilities

• Strong organizational and administrative skills with the ability to manage multiple priorities and deadlines.

• Excellent communication and customer service skills.

• Strong interpersonal skills with the ability to build and maintain professional relationships.

• Excellent typing and data entry skills, with the ability to accurately type 30+ words per minute.

• Effective time management skills and the ability to work efficiently in a fast-paced environment.

• Strong attention to detail and commitment to accuracy.

• Demonstrated critical thinking, sound judgment, and problem-solving abilities.

• Ability to actively listen, learn new processes, and apply feedback constructively.

• Ability to work independently with minimal supervision as well as collaboratively with team members and individuals at all organizational levels.

• Ability to communicate respectfully and professionally with supervisors, coworkers, customers, and external business partners.

• Ability to maintain confidentiality and exercise discretion when managing sensitive customer and transaction information.

• Strong commitment to providing exceptional customer service and supporting positive customer experiences.

• Ability to prioritize workload, meet deadlines, and adapt to changing business needs.

Equipment Operated

• Operates standard electronic computers and customary office equipment required to perform essential job functions.

• Use of equipment is required, with or without reasonable accommodation, in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA).

Physical Requirements & Work Environment

The physical demands and work environment characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Nothing in this description is intended to limit the availability of reasonable accommodation under applicable law.

• Ability to perform repetitive movements associated with office and computer-based work.

• Ability to sit and or stand for extended periods of time to perform essential job functions.

• Ability to lift, carry, or move objects weighing up to 25 pounds, with or without reasonable accommodation.

• Ability to use hands and fingers to manage, manipulate, or feel objects and operate standard office equipment.

• Work is primarily performed in an office environment with a controlled temperature and standard office conditions.

Education and Experience

• High School Diploma or equivalent required.

• One (1) to three (3) years of clerical, escrow assistant, or related experience required.

• Basic knowledge of real estate documentation and banking operations is preferred.

• Experience managing confidential information and maintaining accurate records in a regulated environment.

• Demonstrated ability to learn and apply Bank policies, procedures, and regulatory requirements.

Minimum Absence Requirement

Some positions within the Bank have been designated as sensitive positions due to access to critical systems, records, or processes. In accordance with Bank policy and sound internal-control practices, employees in sensitive positions are required to complete a mandatory consecutive absence from essential duties each calendar year to support segregation of duties and independent review.

The required absence will be scheduled in coordination with management to ensure continuity of operations. Administration of absence, including paid or unpaid status, will comply with all applicable federal, state, and local wage and hour and leave laws, including California requirements.

Required Minimum Absence for This Position: Two (2) Consecutive Weeks

Officer Title Eligibility

For qualified positions, the Bank may designate an Officer Title based on the role’s job level, scope of responsibility, and alignment with established competency frameworks. Eligibility for an Officer Title designation is contingent upon the employee meeting defined competency, performance, and experience requirements and is governed by applicable Bank policies, governance standards, and required approval processes.

• This position is not eligible for an Officer Title.

Compensation

The listed range represents the full compensation range for this position. Placement within the range will be determined based on factors including skills, relevant experience, job-related qualifications, geographic location, and internal equity, in accordance with Bank compensation policies.

• Non-Exempt Hourly Rate: $29.00 – $46.00 per hour

Disclaimer

This job description is intended to describe the general nature and level of work being performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employees may be required to perform other duties as assigned, consistent with business needs and applicable law.

Farmers and Merchants Bank of Long Beach reserve the right to modify, amend, or discontinue job duties or requirements at any time. Nothing in this job description creates a contract of employment, either express or implied, or alters the at-will nature of employment.