Looking to put your financial and organizational skills to work in a role that supports the everyday heroes in our communities? Community Leasing Partners, our municipal finance division, partners with fire departments, emergency medical services, law enforcement agencies, and local governments to finance the essential equipment they rely on to serve the public.
As a Documentation Associate, you’ll play a key role in ensuring transactions move smoothly from approval to funding. You’ll review and verify lease and legal documentation, confirm accuracy of transaction details, coordinate with vendors, brokers, and customers, and help navigate each deal through the contract and funding process. Your work directly supports the financing of critical assets—such as fire trucks, ambulances, turnout gear, snow plows, and law enforcement vehicles—ensuring funds are disbursed accurately and on time.
This is not mainstream or consumer banking—this is specialized, detail-driven finance with real impact. You’ll be part of a focused team that understands the unique needs of municipalities and nonprofit agencies, where precision, communication, and follow-through are essential.
This role is ideal for someone who is highly organized, detail-oriented, comfortable managing multiple transactions at once, and motivated by mission-driven work that strengthens public safety and local infrastructure.
If you’re excited by the opportunity to work in a specialized sector where your attention to detail directly supports communities and first responders, we encourage you to apply.
This Documentation Associate position is within the Community Leasing Partners division of Community First National Bank. You can find more information here: https://www.clpusa.net/.
Position Summary
Performs a wide variety of duties directed at ensuring transaction documents are executed correctly in preparation for funding and/or disbursement of Escrow/VPA funds.
Key Duties & Responsibilities
- Develop an understanding of the Lease Agreement, its subsections and their significance, associated exhibits and their significance, supplemental documentation requirements, their significance and appropriate usage and unique security interest requirements in different situations on a diverse range of transaction types.
- Review prepared legal documents on specific transactions verifying for accuracy the appropriate contract selection with correct exhibits, unique transaction information such as lessee’s legal name, address, equipment description and incorporation of an stipulated credit requirements; representative payment schedule to include dollar amount of the transaction and appropriate structure.
- Navigating transactions through the contract/funding process. Actively working scheduled calls, to establish successful working relationships with appropriate parties associated with each deal to include Lessee, Vendor, and Broker. Communication with these individuals will provide the opportunity to answer questions, confirm documentation status, and obtain any other information necessary for timely funding; and demonstrate alertness to potential issues that could delay payments to vendors. Identify timing needs of transaction situation as it relates to delivery of equipment, obtaining vendor and/or broker invoicing, CO or MSO, insurance coverage, down payment or first payment.
- Maintain organized, accurate, up-to-date transaction file on each transaction for recordkeeping purposes. The components of a working file include: ACT database file, TAC form, digital and paper file. Items involved with ACT database procedures include field entries and updates; note entries detailing any special circumstances along with all communication and actions involved with the transaction; and scheduling and completing calls to the various contacts at appropriate intervals. All relevant paperwork (including credit approval or negotiated changes to the contract) should be properly sorted in hard copy & digital file. TAC form follow-up requires accurate information updates into the specific Excel spreadsheet associated with the transaction. Paper and digital file organization should follow the established procedures and checklists for easy location of any specific document needed at a future date.
- Processing disbursements, revising payment schedules, and requesting credit memos. Disbursement requests require ongoing communication with transaction parties, collection of needed documents and ability to identify issues that might delay payment to a vendor. Create revised payment schedules, as necessary, to meet customer needs or due to changes in transaction dynamics. Ensure accurate use of correct variables such as interest rate, dates, and amount financed. Have a working knowledge of specific circumstances that may merit requesting a credit memo, the steps to request a memo and follow-up procedures associated with receipt of an approved credit memo.
Additional Responsibilities
Participate in proactive team efforts to achieve departmental and company goals. Perform other similar or related duties as necessary. Provide support for special projects for management as requested. Maintain quality working relationships with all co-workers and customers. Train new staff members as instructed in the procedures and policies of this department and company. Participate in the ongoing review of department procedures for greater efficiencies. Seek out new learning opportunities within the department and in other departments to increase your effectiveness in your assigned position.
Prerequisites for the Job
- Ability to calculate figures and amounts such as discounts, interest, commissions, percentages, rate, ratio and interpret results. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
- Ability to understand and carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in relatively standardized situations.
- Proficient personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, graphics, use of internet, etc.
- Ability to prioritize and handle multiple tasks simultaneously.
Knowledge, Skills & Abilities
- High energy level, comfortable performing multifaceted tasks in the course of regular day-to-day activities.
- Ability to interact with diverse personalities, tactful, mature, flexible.
- Good reasoning ability and sound judgment.
- Good communication skills.
- The ability to make sound decisions. This may include making on-the-spot decisions regarding customer transactions; weighing customer satisfaction issues with the division’s exposure to loss or fraud and the ability to think through and rationalize decisions.
- Flexibility and ability to multi-task; Ability to work in a fast-paced environment & under pressure as needed.
- Mathematical aptitude and problem-solving skills.
- Detail oriented, strong organizational skills, and high degree of accuracy.
- Competence with computers, telephones, and other office machinery.
Education & Experience
Four year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines. The noise level in the work environment is usually moderate.
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. While performing the duties of this job, the employee is regularly required to sit; and talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee may occasionally lift up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Equipment Leasing: 1 year (Preferred)
Language:
Ability to Commute:
- Manhattan, KS 66502 (Required)
Work Location: In person
