Loan Documentation Admin Asst Mgr

JOB SUMMARY

The Loan Documentation Administration Assistant Manager works under the direction of the department Manager; assigns daily work, directs the performance of assignments and provides ongoing training to staff. Maintains and updates various tracking reports. Responsible for the separation of more complex mortgage files. Assumes management responsibilities in the absence of the Document & Project Implementation Manager.

Essential Functions

• Directs and assists the loan document scanning unit staff in the performance of their daily assignments. Ensures appropriate levels of productivity, department standards and objectives are met.
• Trains staff on the electronic coding and uploading of all mortgage loan credit and legal files to OnBase/Nautilus.
• Administers personnel-related matters including employment, performance management and training and development.
• Reviews, indexes and uploads to OnBase/Nautilus all closing attorney legal .pdf files for all mortgage loans by identifying each document (approx 90 possible documents) and assigning the proper index code to each document.
• Responsible for the daily updating of the Closing Report, recording the department's completed work.
• Monitors, tracks and controls the inflow and outflow of files within the Scanning Unit, utilizing excel spread sheets and coordinates the receipt, delivery and return of mortgage loan files.
• Supports and keeps management informed of operational issues or concerns.
• Where applicable and when performing the responsibilities of the job, employees are accountable to maintain Sarbanes-Oxley compliance and adhere to internal control policies and procedures.
• Reviews the mortgage schedule for all loans, to ensure that all original underlying promissory notes were received.
• Researches, solves problems and handles the most complex issues.
• Responsible for maintaining the departmental procedures and for submitting new scanning procedures to the department manager.
• Contributes ideas and implements changes in policies and procedures for improvement and development opportunities.
• Responsible for incorporating the newly closed commercial and community loans to the Closing Report with information attained from LMS and Miser.
• Responsible for the physical performance of the scanning machines and the scheduling of regular maintenance.
• Responsible for contacting the IT Department and the working to completion all issues reported by the Scanning Unit.
• Monitors data integrity. Ensures that all documents are properly coded, scanned and uploaded to OnBase/Nautilus and processes any necessary corrections.
• Trains staff on the electronic coding and uploading of all mortgage loan credit and legal files received via the attorney capture process to OnBase/Nautilus.
• Monitors workflow and assigns daily work to staff maintaining efficiency and productivity levels established by management.
• Updates file tracking spreadsheet for delivered and returned files and prepares daily tracking report for management.
• Trains staff on the physical separation, coding and uploading of all mortgage loan credit and legal files to OnBase/Nautilus.
• Monitor's loans scanned to the LMS Scheduled Closings Report and reports missing items to the manager weekly.
• Performs special projects, and additional duties and responsibilities as required.
• Reviews, indexes and uploads to OnBase/Nautilus all credit documents for all mortgage loan credit files by identifying each document (approx 60 possible documents) and assigning the proper index code to each document.

Requirements

EDUCATION AND EXPERIENCE

• High school diploma or equivalent.
• Five (5) years of experience with mortgage documentation.
• Two to three years of supervisory experience.

Knowledge, Skills And Abilities

• Ability to supervise, motivate and train staff
• Strong analytical skills.
• Ability to prioritize and organize work assignments for a work group.
• Knowledge of Bank's mortgage products and services.
• Strong organizational and time management skills.
• Knowledge of OnBase/Nautilus or other document scanning programs.
• Ability to prioritize workload effectively and maintain productivity/benchmarks under deadlines.
• Ability to train, delegate and review the work of lower level employees.
• Strong verbal, written and interpersonal communications skills.
• Knowledge of mortgage documentation and terminology.
• Computer literate with advanced proficiency in Microsoft Word, Excel and Outlook.
• Detailed oriented.