140-Community Services - 2116-140 Membership Counselor

Membership Counselor

Village Management Services, Inc.'s mission is to serve the residents of Laguna Woods Village with the highest level of customer service and professionalism, making Laguna Woods Village the premier active-adult community in Southern California. We value integrity, quality, dedication and open communication in a rewarding and challenging environment.

The Membership Counselor is in charge of gathering and processing paperwork and documentation provided by escrow agencies for membership applications. Duties include, but are not limited to, carefully reviewing membership applications, income verification, asset evaluation, and credit information in order to create reports for management and Mutual Boards, and regular public contact. Has an in-depth knowledge of the financial requirements and standards for membership qualifications according to the guidelines imposed by the Mutual's governing documents.

Analyze tax returns, financial reports, property profiles, trust documents, and any other legal documents to determine ownership interests, based upon guidelines.

Obtain relevant information and evaluate applicants' financial status, including credit history, debt-to-income ratio, appraisal reports, assets, salaries, debts, and employment status to determine recommendation for membership approval.

Ensure all necessary information and documentation are submitted to the department manager with resale packet, and are archived properly in electronic file format.

Enforce Mutual policies.

Communicate membership requirements and procedures to escrow agents, realtors, and potential buyers on a regular basis.

Research and notify escrow agents of mistakes/omissions in applications for clients.

Record necessary documents with Orange County Recorder's Office via SECURE.

Submit resale packets via DocuSign to board members.

Submit board approval to escrows

Meet resale packet deadlines and finalize escrow demands.

Create letters, memorandums, reports and appropriate forms, from verbal instruction or established procedures.

Compose and type routine correspondence as a result of membership transfer transactions or sale transactions as required.

Assist Community Services Manager with requests and tasks needed to complete and process applications.

Must be able to analyze resident requests to transfer memberships and keep manager informed of any problems or discrepancies.

Notarize necessary documents for recording with the county.

Train new board members, escrows, and realtors on resale procedures.

Serve as primary point of contact for all incoming calls and emails.

Process and issue refunds in accordance with departmental policy and procedures.

Prepare and submit invoice requests in accordance with department procedures.

Must be aware of the limits beyond which constitute legal advice and which cannot be offered to residents and property buyers and sellers.

Maintain strict confidentiality of sensitive information.

Must have a mature attitude when dealing with transfer/resale requests, as such requests may be a result of a death, etc., and may require a very sensitive approach. Communicates legal procedures established by our corporate counsel to affect a certain transaction.

Regular attendance is required. All duties are performed on-site for the Community.

Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier; and respects the diversity of our workforce in actions, words and deeds. Utilizes effective verbal and written communication in a prompt, professional, & accurate manner.

Works effectively with realty and escrow firms, explaining rules and procedures relating to ownership.

Monitors dwelling units involved in litigation or special legal circumstances to ensure that no transfer of ownership will occur without prior approval of Community Services Manager or corporate counsel as the case may be.

PC, printer, copier, fax, calculator and telephone.

Climate-controlled, indoor office, and possible exposure to dust, fumes, and normal outdoor elements.

High school diploma. Notary a plus. Considerable experience in typing and general clerical work or equivalent combination of education and experience which produces the following:

• Knowledge of applicable software programs: Microsoft Office 365; DocuSign knowledge a plus.
• Knowledge of the occupational hazards and safety precautions of the job.
• Knowledge of modern office equipment, practices and procedures.
• Knowledge of business English, spelling and arithmetic.
• Knowledge of basic business and property law.
• Ability to maintain adequate and accurate production of repetitive work during normal work periods.
• Ability to set up and type a variety of letters, records, reports and related materials.
• Ability to post and make mathematical computations rapidly and accurately.
• Ability to read, understand, interpret and explain rules and regulations.
• Ability to relate to the needs and concerns of senior citizens.
• Ability to maintain effective working relationships with other employees and the public, and to deal with public relations problems courteously and tactfully.

Skill in the operation of an adding machine and other standard office equipment

Ability to type 55 words per minute.

While performing the duties of this job, the employee is frequently required to talk, hear, and use hands to grasp, feel, and reach. The employee is regularly required to sit for long periods of time (up to 8 hours) and use repetitive motion to operate a keyboard for long periods. The employee is occasionally required to kneel, pull, push, stoop, and lift and carry up to 10 lbs.

Reading, detailed work, confidentiality, problem solving, math, reasoning, verbal and written communication skills, customer contact, multiple concurrent tasks and constant interruptions.

VMS is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit and business need.