Administrative Assistant

Description

Primary Purpose of Position: The Assistant is the primary contact for consumer inquiries and provides administrative functions for the department.

Core Functions:

Provide program information to consumers and partners via telephone, walk-ins, and email, including the Homeownership general email boxes. Refer callers to MaineHousing’s public website, email or mail consumer information packages.

Process incoming and outgoing mail for the Homeownership Department.

Prepare invoices, check requests and purchase orders. 

Original Note Processing

o Check in original Notes and secure in vault. 

o Conduct monthly inventory.

o Mail original Notes to Sub-Servicer.

Assist in monitoring the loan pipeline 

o Monitor eDoc notifications. Process reservation revision and extension requests.

o Run e-Mortgage Docs Audit/Event log daily to ensure submission of documents.

o Refer pre-closing review documentation to the Homeownership assigned Lender contact.

o Check in loan files delivered, generate Loan Schedule and Reviewer Checklist.

o Perform data entry and quality control for loans approved for purchase. Assemble files and transit to Sub-Servicer.

o Process bi-monthly loan file transfer for mortgage purchases and post-transfer tasks.

Final documents 

o Monitor eDocs post purchase reports and identify and save final documents to appropriate folders.

o Search Online for collateral document and save to the appropriate folders.

Attend monthly staff meetings and take minutes to the meeting.

Conduct Rate Survey on a weekly basis and distribute results.

Represent MaineHousing at outreach events and trade shows.

Other duties as assigned.

Requirements

Education and Experience: Education and a minimum of two years of experience working in an administrative role is preferred.

Skills and Knowledge: 

· Familiarity and experience with mortgage loan documents

· Strong organizational skills

· Demonstrated high degree of accuracy and attention to detail

· Ability to communicate effectively, both orally and in writing 

· Excellent telephone skills

· Intermediate user of Microsoft 365 including Word and Excel

· Ability to think and act independently and take initiative

· Ability to develop new ideas and communicate them clearly to management

· Ability to multi-task, and work with minimal oversight

· Ability to complete registry reviews and identify issues pertaining to security instruments and chain of title

· Ability to generate and export reports from Loan Tracking & Single Family

· Strong PC skills using various software (spreadsheet, word processing, database)

Working Conditions: Fast-paced work environment. Work is performed in office setting using computer, scanner, telephone, and photocopy machine. MaineHousing office hours are Monday – Friday 8:00 a.m. to 5:00 p.m. This is an in-office position.

Reports To: Homeownership Manager                                    Supervises: no one

The salary range for this position is $39,052 - $54,687.  All new employees will start at the hourly rate of $18.7798 ($39,052 annually), unless otherwise agreed to by MaineHousing.  MaineHousing also offers a comprehensive benefits package, including, but not limited to, health, dental and vision, retirement options with employer match, life insurance, short and long-term disability, employee assistance, generous earned time and all major federal holidays. Employment is eligible for the Public Service Loan Forgiveness Program.