Document Custodian

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Location: Wallingford, CT 06492

Employment Type: Full-Time

Salary Range: $23.00 - $25.00 Hourly + Benefits​

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Narrative Summary of Position

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The Document Custodian works under the supervision of the Director of Loan Servicing to control the functions of the File Rooms at the Wallingford CT office. C4C maintains both General and Secure File Rooms to house all the various files and documentation related to its Loan Servicing, Lending (Commercial and Consumer), Accounting and Human Resources departments. Due to the nature and importance of these documents, access to the File Rooms is restricted to a very limited subset of the management team, plus the Document Custodian.

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RESPONSIBILITIES

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Working collaboratively with the lending team members accomplish the following:

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File Rooms & Document Retention Control

• Control the functions and organization of the File Rooms to ensure filing of all loan-related physical documentation into its proper location. Maintain the process for identification of documentation to allow for efficient recovery of said documentation when requested. Ensure all physical documentation is protected and, as applicable, and secured. Maintain processes and procedures for the management of the File Rooms with support from the Loan Servicing management team.

• Coordinates document retention and document destruction schedules for the various items in the File Rooms., and trains staff. Work with operations for scheduling shredding of documents.

 

CHFA Loan Documents Reconciliation

• Reconciles documents with the servicing system, and as CHFA’s original document custodian, ensure that original loan notes & original recorded deeds and other required original documents exist for all CHFA loans in LFN system.

• Follow-up with lenders or originating banks for missing original documents, and report to CHFA, as needed.

 

Documents Requests/Documents Shared Email Box

• Manage the document unit shared email inbox ensuring timely responses to all requests.

• Review and process document requests from C4C staff, investors, lenders, attorneys or other third parties, and borrowers, following established procedures to provide electronic copies or, in limited circumstances, physical original documents or hard copies, and ensure that electronic copies exist for those physical original documents or hard copies.

• Research internal sources, and as applicable, external sources such as town clerks’/records office online data for responding to requests.

• Distribute non-document requests to the appropriate loan servicing staff or shared email inbox.

 

Loan Servicing Legal Documents

• Maintain electronic documentation of legal documents, such as, name changes, death certificates, divorce decree, POA, etc., and, as applicable, send appropriate notice to operation staff for updating the servicing system.

 

Mail Processing

• Assist with the incoming mail and packages process and the Loan Servicing Department’s outgoing mail per C4C mail procedures.

 

Other Duties

• Perform additional duties and projects as assigned or required to meet the daily operations and demands of C4C’s Loan Servicing Department.

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QUALIFICATIONS AND SKILLS

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• Computer Software: MS Word, Excel, Crystal report writer, Loan Servicing software

• Mathematical: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Ability to use a basic calculator.

• Financial: Basic bookkeeping.

• Communication: Must be fluent in English and can communicate effectively both verbally and in written correspondence. Additional fluency in Spanish is preferred but not required.

• General: Thorough working knowledge of various loan documents and ability to interpret and adhere to State, Federal and mortgage insurer regulations. Ability to handle multiple tasks and manage workload independently; strong aptitude for numbers; excellent analytical skills with a high level of attention to detail; strong interpersonal skills, with high degree of tact and diplomacy; excellent organizational skills; ability to handle confidential information; ability to work through difficult or sensitive projects; ability to work under pressure to meet deadlines; flexibility to adapt to changes in workplace priorities; resourcefulness and ability to work independently as well as in a team environment.

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EDUCATION & EXPERIENCE
•    High School Diploma required; An associate degree preferred and/or equivalent additional work experience.
•    Minimum two (2) years’ work experience related to loan servicing and document custodian in the financial industry, including at least one year in mortgage loan servicing document or file room processes. Experience of working in a team-oriented department that requires the daily operations to be fulfilled in a timely manner.