Document Custodian Specialist at New Mexico Mortgage Finance Authority

Albuquerque, New Mexico, United States -

Full Time

Start Date

Immediate

Expiry Date

22 Sep, 26

Salary

36500.0

Posted On

24 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Document Management, Mortgage Loan Processing, Electronic Signatures, Data Validation, Records Retention, Vendor Management, Quality Assurance, Problem Solving, Interpersonal Communication, Microsoft Office 365, Adobe Acrobat, Attention To Detail, Technical Support, Administrative Support, Regulatory Compliance, Financial Tracking

Industry

Financial Services

Description

GENERAL SUMMARY ---------------------------------------- The Document Custodian Specialist is responsible for the receipt, review, safeguarding, tracking, and maintenance of mortgage loan documents throughout the loan lifecycle. This role ensures that all original loan documentation is accurately received, validated, organized, and stored in compliance with company policies, investor requirements, and regulatory standards. The Document Custodian Specialist works closely with vendors and suppliers regarding workflow processes and related issues,. May also assist with related special projects and provide general Secondary Market support. ESSENTIAL DUTIES & RESPONSIBILITIES ---------------------------------------- The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description. * Receive and log loan documents sent to Housing New Mexico * Process documents to be scanned into our document management system * Verify scanned document information * Track and update accounting codes for financial transactions * Interact with vendors and suppliers regarding scanning, workflow/task list and related issues * Secure critical documents in Housing New Mexico’s vault * Follow processes and procedures to maintain physical and electronic document security * Maintain and update a variety of document information using Housing New Mexico’s document management system and standard software. * Maintain company-wide document management software providing user support and system configuration as needed. * Receive all 1st and 2nd, and 3rd Mortgages and Notes, log in 1st and 2nd , and 3rd Mortgage and Notes, validate all data points and Fed Ex originals to Housing New Mexico’s document custodian. * Review executed loan documents for accuracy and completeness. Communicate deficiencies to lenders and follow up for corrections * Upload documents to document management system, Virpack. * Request trailing documents from Lenders to meet GNMA final certification deadlines. * Imaging, securing, organizing, and maintaining documents and adhering to the department retention requirements. * Administer Housing New Mexico’s document management system VirPack and electronic signature software DocuSign. * Provide support to user’s access of Housing New Mexico’s document management system and/or electronic signatures. * Provide user training on document management system and electronic signature systems and maintain a training log * Maintain system statistics. * Performs, verifies, and documents are stored in accordance with applicable laws. * Performs other related duties of a similar nature and level as assigned. * Employees are required to comply with safety regulations, procedures, and protocols. MINIMUM QUALIFICATIONS ---------------------------------------- EDUCATION AND EXPERIENCE High school diploma or GED, post-secondary in business or information technology preferred but not required. One year of full-time or equivalent part-time general document administration required, three years preferred. Direct document management and electronic signature software experience in addition to mortgage or title industry experience and familiarity with mortgage loan documents preferred. CONDITIONS OF EMPLOYMENT N/A KNOWLEDGE, SKILLS, and ABILITIES ---------------------------------------- * Detail oriented * Ability to troubleshoot and solve problems. * Effective communication and interpersonal skills. Duplicated somewhat from below * Ability to keep accurate records and meet deadlines. * Work with Housing New Mexico staff and partners to provide user support for document management applications. * Must have a basic understanding of business and organizational dynamics. * Basic knowledge of Microsoft Windows 10, Office 365, use of IP phone system, document filling systems, adobe acrobat, scanning and process flow * Knowledge of laws regarding document management and retention * Work independently * Balance competing requirements and needs of departments * Read, analyze, and interpret standards, policies, procedures, and regulations * Develop and write reports, policies, and correspondence * Handle common inquiries or complaints * Effectively present information and respond to questions from employees * Exercise good judgment and focus on detail as required by the job * Operate standard office equipment, such as computer keyboards and monitors, copiers, scanners, and telephone * Use (or learn to use) computer software and systems applicable to the position * Follow oral and written instructions and procedures * Meet schedules and deadlines of the work unit * Communicate in English effectively orally and in writing * Maintain well-organized materials, files, systems, and tools * Adapt to changes in work situations and priorities * Reason/analyze; use logic to identify and resolve problems * Evaluate, organize, and summarize data and information * Make varied arithmetic computations rapidly and accurately * Establish and maintain constructive and cooperative interpersonal relationships with employees, peers, supervisors, or managers in the work unit and other departments, as well as with employees of outside entities and other individuals, as applicable to the essential duties and responsibilities CORE EXPECTATIONS * Provide Exceptional Customer Service to internal and external customers 100% of the time. * Demonstrate a positive attitude * Demonstrate respectful behavior * Foster teamwork and collaboration * Exhibit honesty and integrity in communications and actions * Take initiative * Dependable, Reliable, Adaptable and Productive * STRIVE TO BECOME THE SUBJECT MATTER EXPERT IN YOUR POSITION WORK ENVIRONMENT ---------------------------------------- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in a standard office or indoor environment. Essential functions are regularly performed without exposure to adverse environmental conditions; however, employees may be exposed to minor inconveniences such as occasional noise, exposure to computer screens, crowded working conditions, and/or minor heating, cooling, or ventilation problems. 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 with disabilities to perform the essential functions. Sedentary Work: Performing the essential functions typically requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently. The work involves sitting most of the time. The work typically involves talking, hearing, and seeing; keyboarding, typing, and use of a computer monitor; moving and organizing papers and other light office materials; filing, scanning, and retrieving documents; and similar sedentary office work. The work occasionally involves the movement of documents within boxes, walking, driving, stooping, kneeling, crouching, reaching, climbing, balancing, pushing, pulling, lifting. In addition, lifting 10-15 pounds occasionally. **************************************** Housing New Mexico is an Equal Opportunity Employer.

Responsibilities

Responsible for the receipt, validation, safeguarding, and maintenance of mortgage loan documents throughout their lifecycle. This includes managing physical and electronic storage, administering document management software, and ensuring compliance with regulatory standards.