Job Title: Administrative Assistant

Location: Kotner Title - Harrisburg, IL

Job Status: Full-Time

FLSA Status: Non-Exempt, Hourly

Job Description

Summary/Objective

The Entry-Level Title Position provides administrative and clerical support to the title operations team. This position assists with opening, closing, and post-closing title files while delivering excellent customer service and ensuring accuracy, organization, and compliance with company policies. This role is ideal for someone eager to learn the title industry and grow within the organization.

Duties & Responsibilities

Title File Support

• Assist with opening, processing, and closing title files under supervision.
• Support post-closing activities, including reviewing closing packages for completeness.
• Scan, organize, and file title documents electronically and in paper files.
• Assist with correcting and preparing recordable documents as directed.
• Forward completed files to appropriate departments.
• Travel to courthouses to record documents.

Customer Service & Communication

• Answer and route calls on a multi-line telephone system in a professional manner.
• Respond to customer, member, and internal inquiries via phone, email, or fax.
• Communicate with clients regarding routine title file questions under supervision.

Administrative & Clerical Support

• Perform general clerical duties including data entry, copying, scanning, filing, mailing, and emailing documents.
• Process incoming orders, searches, and inquiries via email.
• Proofread documents for accuracy and completeness.
• Assist with department projects, meetings, and special events as needed.

Accounting & Office Support

• Assist with billing title files and preparing daily income reports.
• Help verify funds received for recording and policy preparation.
• Assist with accounts receivable deposits and basic financial tracking under supervision.

Professional & Compliance Responsibilities

• Follow company policies, procedures, and confidentiality requirements.
• Learn and apply department operating procedures and guidelines.
• Perform other duties as assigned by supervisor.

Required Skills & Qualifications

• High school diploma or equivalent required.
• Previous office, clerical, or customer service experience preferred but not required.
• Valid Driver’s License
• Willingness to learn the title and real estate industry.

Skills & Competencies

• Attention to Detail: Ability to follow instructions and produce accurate work.
• Customer Service: Polite, professional, and helpful when interacting with others.
• Communication:
  • Clear verbal communication and professional phone etiquette
  • Basic written communication skills 
• Organization & Time Management: Ability to manage multiple tasks with guidance.
• Technology Skills:
  • Basic proficiency in Microsoft Office, Excel, email, and internet browsers
  • Typing skills
• Dependability: Reliable, punctual, and responsible.
• Teamwork: Willingness to collaborate and assist others.
• Adaptability: Open to learning new tasks and adjusting to changing priorities.
• Integrity & Confidentiality: Respects privacy and handles sensitive information appropriately.
• Problem Awareness: Knows when to ask questions or seek assistance.
• Initiative: Demonstrates a willingness to work and seeks out new work challenges. Self-starter.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment. Some flexibility in hours are possible, Monday-Friday, 8am-5pm.

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 talk and hear. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus. This position requires the ability to occasionally lift office products and supplies, up to 30 pounds.

We understand that benefits matter – we offer a competitive benefit package for full-time employees which includes:

• A workplace built on respect, integrity, and balance
• Medical, Dental, Vision Insurance coverage options
• 401(k) Plan + Company Match
• Competitive salary starting at $18.00/hr
• Career growth and opportunities for promotions
• Paid Time Off, Holiday Pay, and Sick Time
• Training for Professional and Career Development
• Generous parental leave
• Potential for annual performance bonus

Additional Eligibility Qualifications

Work Authorization/Security Clearance (if applicable)

AAP/EEO Statement

Legence Bank and Kotner Title is an Equal Opportunity/Affirmative Action employer.   All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, disability, protected veteran status, or any other characteristics protected by law.  

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.