Mortgage Operations Specialist

Job Description

Job Description

Company Vision

Work where you’re part of a community. Security State Bank & Trust is a community bank, going strong since 1941. We get to know each other and our customers, always emphasizing serving over selling products. With 18 branches and counting, we offer opportunities for career-minded, entry-level applicants, as well as those with years of experience in the banking industry.

About the Role

The Mortgage Operations Specialist supports SSB&T's mortgage lending team by coordinating and administering operational activities throughout the mortgage loan lifecycle. Reporting to the AVP Mortgage Operations, this role works closely with Mortgage Loan Officers, Processors, Underwriters, Closers, and customers to ensure mortgage loans are processed accurately, efficiently, and in compliance with Bank policies and regulatory requirements.

The Mortgage Operations Specialist contributes to SSB&T's success by supporting timely loan closings, maintaining operational accuracy, enhancing the customer experience, and ensuring mortgage transactions are completed efficiently while meeting quality and compliance standards.

Essential Responsibilities 

• Champion SSB&T’s Core Values: Model SSB&T’s core values, embedding them into data strategy, governance, and team culture.

• In addition to other duties as assigned from time to time in SSB&T's reasonable discretion, responsibilities include:

• Mortgage Operations Processing & Loan Administration
  • Support the administration and processing of residential mortgage loans from application through closing, funding, post-closing, and delivery activities.
  • Assist with mortgage processing workflows to ensure loan files are accurate, complete, and progressing through established timelines.
  • Maintain loan pipeline records and monitor file status to support efficient loan production and service delivery.
  • Coordinate with lenders, processors, underwriters, title companies, closing agents, and other parties throughout the mortgage process.
  • Ensure operational tasks are completed accurately and in accordance with established procedures and service standards.

• Documentation & File Review
  • Review mortgage loan documentation for accuracy, completeness, and compliance with Bank policies, investor requirements, and regulatory guidelines.
  • Assist with collecting, organizing, imaging, and maintaining loan documentation, disclosures, and supporting records.
  • Monitor documentation exceptions and coordinate follow-up activities to obtain missing information and resolve file deficiencies.
  • Ensure required documents are received, properly executed, and maintained within designated systems and loan files.
  • Maintain organized electronic and physical records to support operational efficiency and audit readiness.

• Closing, Funding & Post-Closing Support
  • Assist with coordinating mortgage loan closings, funding activities, and post-closing processes.
  • Review closing packages and funding documentation to ensure accuracy and completeness prior to funding.
  • Support disbursement activities, funding requests, wire coordination, and settlement functions as assigned.
  • Assist with post-closing reviews, file completion, document tracking, and investor delivery requirements.
  • Research and resolve post-closing exceptions, documentation issues, and operational discrepancies.

• Compliance, Quality Control & Risk Management
  • Ensure mortgage operations activities comply with applicable federal and state regulations, investor guidelines, Bank policies, and internal controls.
  • Maintain compliance with requirements including TRID, RESPA, HMDA, ECOA, Fair Lending, Flood Insurance, privacy regulations, and other applicable mortgage lending standards.
  • Perform quality control reviews of loan files, disclosures, and operational processes to ensure accuracy and regulatory compliance.
  • Identify and escalate documentation deficiencies, operational issues, compliance concerns, or policy exceptions as appropriate.
  • Maintain confidentiality of customer, financial, and Bank information at all times.

• Customer Service & Business Partner Collaboration
  • Provide professional and responsive support to customers, lenders, real estate professionals, title companies, investors, and internal business partners.
  • Respond to inquiries regarding loan status, documentation requirements, closing schedules, and operational procedures.
  • Assist with resolving customer concerns, operational issues, and processing exceptions in a timely and professional manner.
  • Collaborate with Lending, Loan Operations, Compliance, Secondary Market, and other departments to support mortgage production goals.
  • Maintain positive working relationships that support customer satisfaction and operational effectiveness.

• Reporting, Audit & Administrative Support
  • Maintain mortgage pipeline reports, tracking logs, operational records, and supporting documentation.
  • Assist with preparing production reports, exception reports, funding schedules, and management reporting information.
  • Support internal audits, external audits, investor reviews, regulatory examinations, and compliance assessments.
  • Maintain organized records and documentation to support audit readiness and regulatory compliance requirements.
  • Assist with departmental projects, system updates, workflow improvements, and administrative responsibilities as assigned.

• Performance & Accountability
  • Maintain accountability for the accuracy, timeliness, and quality of mortgage operations activities and assigned responsibilities.
  • Meet established production deadlines, service standards, quality expectations, and operational goals.
  • Ensure mortgage files, documentation, funding activities, and customer requests are completed accurately and efficiently.
  • Demonstrate professionalism, attention to detail, adaptability, sound judgment, and a commitment to operational excellence while supporting the Bank’s mortgage lending and customer service objectives.

• Nothing in this job description restricts SSB&T’s ability to modify, reassign, or supplement the employee's duties and responsibilities at any time, with or without notice.

Employment Commitments & Physical Requirements

• Non-Exempt
• Full-time 
• Monday- Friday 8am-5pm 
• Community/ volunteer involvement
• Focus-intensive position requiring extended periods of sitting and digital navigation.
• Occasional walking, standing, and use of office equipment.
• Must possess close visual acuity and clear speech for verbal communication. 

Location & Travel

• Physical reporting Branch or Operations location
• Travel may be necessary depending on business needs

Candidate Requirements 

• Ability to adapt to growing business needs and structural changes 
• High school diploma or GED (for teller and entry-level positions); bachelor's degree in finance, accounting, business administration, or a related field for professional roles
• Relevant licenses where required by law or regulation
• Familiarity with applicable banking regulations
• Attention to detail
• Proficiency with standard office software and ability to learn core banking platforms
• Effective written and verbal communication skills
• Ability to pass a criminal background check and any required pre-employment screening (drug testing, fingerprinting for FDIC-insured institutions)

Candidate Preferred Qualifications

• High school diploma or equivalent required; Associate's degree or Bachelor's degree in Business Administration, Finance, Banking, or a related field preferred.
• 2+ years of experience in mortgage operations, mortgage processing, loan administration, loan servicing, or related banking functions.
• Knowledge of mortgage lending processes, loan documentation, and residential mortgage products.
• Experience supporting mortgage loan applications, disclosures, processing, underwriting, closing, funding, or post-closing activities.
• Understanding of mortgage regulations, including TRID, RESPA, TILA, HMDA, ECOA, Fair Lending, and CFPB requirements preferred.
• Strong attention to detail and ability to identify documentation discrepancies and compliance concerns.
• Experience reviewing income, asset, credit, collateral, and insurance documentation.
• Strong organizational and time-management skills with the ability to manage multiple loans and deadlines simultaneously.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to provide exceptional customer service while working with internal and external stakeholders.
• Proficiency in Mortgage Loan Origination Systems (LOS), document imaging systems, and Microsoft Office applications.
• Strong analytical, problem-solving, and decision-making skills.
• Demonstrated professionalism, reliability, and commitment to operational excellence.
• Ability to work independently while collaborating effectively within a team environment.

Compensation

We are committed to competitive compensation at SSB&T. By analyzing market data, we establish fair salary ranges. Your pay is determined by your experience, the role's market value, and your geographical location. 

The job description and supporting information describe the principal functions required of the job and should not be construed as a non-exhaustive description of all work to be performed in the job role. 

Employee shall perform such work as may be required of Employee by SSB&T in accordance with the job description, as well as the instructions, directions and control of SSB&T and at such reasonable time and places as it may determine. At all times during the Employment Period, Employee shall strictly adhere to all the rules and regulations that have been or that may hereafter be established by SSB&T for the conduct of its employees and further, Employee shall strictly adhere to all the provisions of the Company’s handbook(s).

Security State Bank &Trust is an Equal Opportunity Employer.