Mortgage Records Management Specialist I

Overview

To manage critical mortgage loan documents while also ensuring their accuracy, quality and integrity. Adhere to safeguarding of information; retrieval of data/documents effectively; company and investor document lifecycle procedures; and company and investor records retention regulations and requirements. Work under direct supervision. Participates in basic research/review with narrow scope.

Responsibilities

• Monitor and respond to various queues/queries via email and/or phone. Format reports for document release requests for efficient retrieval. Update database for outgoing documents. Reroute requests to appropriate business unit when necessary
• Review system of records and update mortgage loan servicing system confirming receipt of original documents
• Validate, prepare and coordinate with Procurement & Supply to have various mortgage documents sent to off-site storage
• Examine records of booked loans to follow up on loans not yet received
• Prioritize and forward investor-mandated documentation to Loan Delivery for performing the Ginnie Mae (GNMA) and private investor pool final certifications
• Accurately index terminal digit mortgage documents in sequential order for efficient lookup and review
• Perform pick-up of critical mortgage documents throughout main office for imaging, filing and/or shipping to investors. Close opened mortgage servicing tasks as necessary - Narrow scope
• Obtain and prepare documentation to complete daily status reports for management - Narrow scope
• Distribute requested documents to appropriate personnel for review and processing - Narrow scope
• Resolve escalated member issues and problems such as a third party requesting a copy of a paid in full mortgage loan documentation requiring validation it was recorded by the county and verifying the member provided permission for the release - Basic research/review
• Participates in requesting original documents from investors via email and/or investor website, identifying the reason for the request (loan paid in full, modification, foreclosure)
• Return original notes stamped paid in full, recorded security instruments and recorded satisfaction
• documents to member; ensuring compliance with state regulations
• Review correspondence from members, attorneys, title companies and other financial institutions regarding mortgage loans, Deeds of Trust, modifications, and/or documentation for paid in full mortgage loans, and provide copies of documents as applicable
• Enter required information per statutory compliance requirements for paid in full mortgage loans using reference materials, obtain appropriate signatures and mail release documents to appropriate lien release vendor
• Ensure confidentiality and safeguarding of records and information
• Review scanned mortgage documentation and index the image into the appropriate document type
• Deliver government loans that are in investor pools and sold back and forth through secondary markets to the appropriate business unit
• Research, analyze, and resolve issues related to documentation
• Research and provide expertise for projects and testing
• Perform other duties as assigned

• Exposure to responding effectively to highly sensitive, complex and/or urgent member/customer requests
• Ability to work independently and in a team environment
• Ability to work effectively and efficiently with automated systems
• Basic written and verbal communication skills
• Basic word processing and spreadsheet software skills
• Basic research, analytical, and problem-solving skills
• Basic organizational, planning and time management skills
• Basic skill collaborating with various external and internal technical and/or functional contacts
• Basic skill maintaining accuracy with attention to detail and meeting deadlines
• Basic skill interacting with staff, management, vendors, members diplomatically & tactfully

• Exposure to mortgage mortgage/equity loan processing, closing and documentation requirements and regulations
• Familiarity with Navy Federal Credit Union (NFCU) policies, procedures, products and services
• Familiarity with common file classification conventions (including, but not limited to, alphabetic, numeric, geographic, and subject-based filing systems)
• Member/customer service experience preferably in a call center, retail banking or financial institution
• Ability to obtain notary public license
• Associate degree or higher in Business Administration, Records and Archive Management or the equivalent combination of training, education, and experience