Collateral Control Specialist

Collateral Control Specialist

Denver, Colorado

Salary Range

$54,000-$64,000

Nature Of Position

This position will monitor collateral exceptions and work with business partners throughout the organization to resolve them. The Collateral Control Specialist is primarily responsible for perfecting various types of collateral and the tracking and follow-up of collateral documents throughout the life of the loan. Responsible for maintaining workflow to meet daily business needs. Uphold the CHFA philosophy and policies by maintaining appropriate controls to ensure full compliance with applicable regulations, thereby fulfilling corporate responsibilities and enhancing the quality of service. This position reports to the Secondary Marketing Manager.

Core Desired Skills

• Collateral & Records Management
• Organization & Priority Management
• Quality Control and Attention to Detail
• System & Data Proficiency
• Research & Problem Solving
• Communications & Cross-Functional Collaboration

Essential Functions

• Assist in the effective and appropriate management of the organization's records.
• Administer collateral assignments and lien release processing, which will contain a combination of:
• Collateral file processing orders with document custodian receiving, note verification, and shipping.
• Processing collateral documents, including researching, imaging, custody, and shipping disposition.
• Coordinate lien release completion with third-party vendors, cure assignments to ensure timely processing versus expected deadlines, and reconcile open transactions and work exceptions.
• Collateral procurement through interfacing with various third parties, fulfilling requirements to execute required conditions, and coordinating revisions with vendors.
• Perform quality control checks throughout the process and update procedures as necessary.
• Interact with internal clients regarding escalated document and records management issues and act to complete imaging and information management transactions.
• Conduct research associated with the trailing loan document process for borrower identification and content routing practices.
• Involved in daily electronic, image, and information management transactions with external partners and internal customer base.
• Assist with annual original collateral audits for various business units within CHFA, ensuring collateral review and monitoring.
• Liaison for outside auditors regarding using CHFA's records management system.
• Ship all items identified as collateral by external investors and document custodians.
• Reconcile and ensure all data and documents are sent to the document custodian within established time frames.
• Daily monitoring of collateral exceptions provided by the document custodian.
• Coordinate delivery of certain loan documents to sub-servicers as necessary.
• Generate, analyze, and reconcile reports related to ad-hoc requests by external partners and customers.

• Data Entry/System UpdatesBackup for daily data entry of all original collateral in the Physical Records Management (PRM) System. This includes pledging original collateral to trustees.
• Collaborate with team members to create effective procedures that best serve the needs of the customer and the department.
• Resolve work processing issues and streamline operations. Create and update daily procedures/job aides.
• Review the transactions and reports of peers for accuracy and completeness.
• Responsible for adhering to the service agreement as it pertains to timing and workflow while maintaining high quality work.
• Document Imaging - Assist when needed with preparing, scanning, and quality checking of documents/images being converted to electronic format utilizing a variety of applications. Includes identifying, indexing, exception handling of documents, and dual control for check processing.
• Assist with archive services including coordinating the disposition of boxes to vendor site, as well as preparation and research requirements to fulfill final destruction per corporate document retention policies.
• Backup Dual Control for Check Processing Per audit requirements, staff must manage all inbound check or cash-related transactions for chain of custody and system control through image processing.
• Backup Mail- Inbound mail management, including separating, opening, and delivering based on a rotation schedule.
• Backup Mail Outbound mail management, including letter printing, prepping, and postage metering activities.
• Special Projects- Participate in a variety of departmental and corporate projects to foster cross-functional collaboration and build on the team's effort to provide operational excellence.
• Participate and contribute in all activities and/or projects that directly support CHFA in fulfilling its mission and achieving its vision through dedication to the community in which CHFA serves operational excellence, and fiscal responsibility.
• Other duties as assigned.

Knowledge, Skills, And Ability

• Ability to learn document types from multiple departments within an organization (i.e. Single-Family Loan and Servicing, Multi-Family Lending, and Business Finance).
• Ability to handle multiple priorities, meet fluctuating deadlines, and demonstrate strong multi-tasking abilities.
• Ability to work effectively and independently in a high volume environment with limited supervision.
• Proven record for having a strong ability to assess information, to implement established processes and procedures, to identify relevant issues and exercise sound judgment.
• Technologically savvy, with the ability to work in varied systems, must be proficient in Microsoft Excel, with the ability to utilize intermediate formulas and functions.
• Must be extremely organized with the ability to independently set priorities and effectively balance competing deadlines.
• Strong interpersonal and communication skills to work with employees throughout the company and to interface with partners, customers, and vendors.
• Commitment to handling sensitive information with utmost confidentiality and professionalism.
• Ability to lift up to 50 pounds for assistance with archive services.
• Ability to spend long periods of time on data entry activities.
• Abilities that reflect our values:
• Ability to continuously improve and develop knowledge and skills, while adapting quickly to changing circumstances and processes.
• Ability to work towards inclusion in all activities and decisions through the solicitation and appreciation of diverse perspectives.
• Ability to exercise personal accountability in all activities and decisions.
• Ability to embrace a culture of operational excellence to ensure processes are continually evaluated and improved as necessary.
• Ability to operate with a sense of integrity.
• Ability to have fun with a demonstrated sense of humor.
• Ability to establish rapport with persons of diverse ethnic, racial, and cultural backgrounds.

Experience And Education

High School Diploma or GED. Minimum of two (2) years of general clerical background supporting multiple customers in a fast-paced environment. Customer service experience working with external customers, partners, and vendorsprevious file/records management, imaging, or document scanning experience. Previous experience in the mortgage industry and knowledge of mortgage collateral documents is preferable. Additionally, certification in Enterprise Content Management from the Association of Information and Image Management is a plus.

Equipment Used

Imaging equipment, telephone, personal computer, multi-function devices (print, scan, fax, etc.), and digital mailroom equipment.

Work Environment

The individual in this position will perform the essential functions of the position, primarily in an office environment. This position requires sitting at a desk for the majority of the day, extensive typing, and viewing dual monitors for long periods of time with or without accommodation. It requires low to medium levels of interaction and collaboration with others.

Validation Statement

This job description is a general description of essential job functions, not intended as an employment contract or to describe all duties someone in this position may perform.

Hiring Range

$54,000 - $64,000

Benefits

• Comprehensive medical, dental, and vision insurance plans, with competitive rates
• Generous Paid Time Off, including paid volunteer time, and leave programs
• Please visit our benefits page for additional information,