position File Management Clerk

division/department Finance / Secondary Marketing

position close date October 1, 2024, or until the position is filled

classification Non-exempt

nature of position This individual would be responsible for expediting the delivery and disposition of collateral items that directly support the Collateral Control, Document Control Specialist, and activities in support of Loan Securitization and Post Closing. Responsible for maintaining file room activities to meet daily business needs. Ensures proper operation of documents and records tracking. Functions as the backup to the other team positions and assists the Secondary Marketing team as required. Expect to handle various tasks dependent on the needs of the team and production pipelines. Additional responsibilities include the development of appropriate customized file structures. Relies on instructions and pre-established guidelines to perform the functions of the job and other duties as assigned. Provide clerical support for records management of all departments supported by the Secondary Marketing Department, including, but not limited to Loan Operations, Oversight Management, Community Development, and Asset Management. Responsible for maintaining work flow to meet daily business needs.

essential functions Maintains customized file structures to support records management segregation between business units and activities supported in chfa's central file Data Entry/System Updates: Assist with the daily data management and quality control of all "keep" documents, "mini-files," and collateral items in the Physical Records Management (PRM) System. Works collaboratively with team members to change and create effective procedures to best service the needs of the customer and the department. Document Imaging QC- Provides quality control review for all corporate content not captured through chfa's Advanced Capture platform but still captured by chfa document management systems Locates and retrieves Company documents as requested. o Logs the documents out of the Physical Records Management (PRM) system. Researches and takes action to complete image and information management transactions as related to central file room related activities Supports inventory of Loan Production "keep" documents, "mini-file" and collateral items housed in chfa's central file o Works in conjunction with Document Control Specialist to reconcile findings and prepare rightful disposition of records, as necessary 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. Help team with archive services as it relates to final disposition and destruction of records maintained in chfa's central file Ability to meet and exceed service level agreements and mitigate error rates impacting file disposition through the life cycle of the record regardless of disposition to partner, lender, internal, or external customer Other duties as assigned

Knowledge, skills and ability General clerical background (previous experience with scanning equipment, mortgage and servicing documents preferred) Working knowledge of KOFAX, TWAIN and Multipurpose Scanners Document imaging Has the 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. Strong attention to detail with emphasis on quality Strong data entry and typing skills Has a proven record for having a strong ability to assess information, to implement established processes and procedures, to identify relevant issues and exercise sound judgment Must be extremely organized with the ability to independently set priorities and effectively balance competing deadlines Strong interpersonal and communication skill to work with employees throughout the company, external customers, and vendors Commitment to handling sensitive information with utmost confidentiality and professionalism Ability to lift up to 50 pounds for assistance with archiving, office supply related stocking, and general file management activities sh rapport with persons of diverse ethnic, racial, and cultural backgrounds

experience/education High School Degree or GED. Minimum two (2) years general clerical background supporting multiple customers in a fast-paced environment. Must be able to interface with employees at all levels of the organization and to work with external vendors as required. Strong interpersonal skills are essential. Previous file / records management, imaging, or document scanning experience preferred. Familiarity with mortgage and servicing documents a plus. Certifications related to the Association of Information and Image Management including Enterprise Content Management, additional a plus.

equipment used Imaging equipment; telephone; personal computer, multi-function device (print, scan, fax, etc..), digital mail room equipment.

working environment The incumbent in this position will perform the essential functions of the position primarily in an office environment, which requires sitting at a desk and staring at multiple computer screens for the majority of the day in