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Vault Administrator (Ref: 17918)
Sector, Sub Sector: Other
Compliance Type: Regulatory/Compliance
Expertise: -
Company: GMAC Mortgage
Location: WATERLOO , Iowa Americas, United States
Employment Type: Permanent
Job Description:

PURPOSE AND SCOPE:
This position is responsible for processing all release requests, imports all electronic data received from customers for releasing and requesting files, scans barcode, import information into WINCMSS and DLM tracking system. Maintains an accurate inventory of all pool and loan files with-in vault.Updates, and ensures all vault locations are properly reflected on the system.Fill requests from customers for files, copies and special projects.This is a high volume, fast paced environment that is deadline driven.
Major Accountabilities
Reviews outgoing files for accuracy of content; ensures appropriate agency form is used; verifies form for content and validity
1. Releases custodial documents on custodian tracking system, ensuring the correct file is released to prevent financial loss to the customer.
Import electronic files from customer, verifies for accuracy and ensures appropriate agency form is used.
Determines which non-conforming releases are manually removed from electronic file and returned to customer for further research.
Work with customers to provide system information for electronically requested loans.
Determines the correct charges are being applied as requested, to the customer.
Determines the correct forms have been received to manually batch loans, ensuring they meet all investor guidelines, and servicing contracts.
Scan barcode, resolves discrepancies prior to releasing files to customers, and updates system to show correct release, and destination codes.
Releases all files in accordance with contract guidelines and timeframes.
2. Performs barcode scanning of files utilizing a hand-held scanner.
Performs daily scanning of files to include; incoming production loans, return files from customers, re-file loans into existing Pools in vault, and handles all loan sales and incoming transfers.
Archive all electronic requests, in compliance with Agency regulation.
Maintains vault location accuracy via upload of scanner files to WINCMSS system.
Generate reports, reconciles all discrepancies found.
Maintains vault integrity by ensuring re-deposited files are returned to appropriate location, verifies the system, and reports are accurate.
3. Performs an annual physical inventory of all files within the vault as required by GNMA, or at customer requests.
Scans all files comparing upload file to Issuer prepared list and Custodial Register.
Uses database to determine any discrepancies.
Corrects any errors found.
Provides completed reports to Quality Control.
4. Prepares files for shipment
Scans and inventory all files, and pools to be transferred out.
Maintains system integrity by upload of scan files to WINCMSS system.
Reconciles all discrepancies prior to updating WINCMSS system.
Prepares box for shipment per customers request.
Retains all shipping and transfer information of files.
5. Inventories the daily receipt of files.
Compares ship list, using access database to actual items received after scanning.
Follows-up immediately on any missing items.
Takes immediate steps to resolve discrepancies.
6. Identifies loan files requested from customer with a high degree of accuracy, within required time frame to avoid monetary loss for the lender/customer.
Retrieves files requested for pay-off, buyouts, foreclosure files, transferred loans, sales, and copies.
Retrieves files for COINV and AA monthly requests are located, moved, re-labeled, and scanned.
7. Imports customer requests for photocopies and faxes into Access.
Pulls files needed for copies.
Copy all documents requested, mail, fax or interoffice to requestor daily
Tracks all information for copies, billing amounts, and requestor daily into Access database.
Generate accurate month-end reports for the accounting team.
8. Generate labels as needed from WINCMSS, applies to each file folder and pool files with accuracy.
Compare name/address on label to the file contents, ensuring the label is correct.
Prepare the master pool file accurately.
9. Completes other duties and special projects as assigned
QUALIFICATIONS REQUIRED: (Include education, skills, and experience.)
  • Knowledge of legal documents according to investor guidelines andcustodial requirements.
  • Decision making skills with ability to identify problems, determine resources and resolve problems.
  • PC Experience/Microsoft Word/Excel/Access
  • Highly detailed oriented; accuracy is critical
  • Ability to handle multiple priorities and produce results
  • Previous use and knowledge of hand held scanner
  • Previous use with barcode ID
  • Experience in inventory
  • Previous vault experience helpful
  • Excellent organization skills
  • Flexibility in multi-task environment
  • Self motivated; takes initiative
  • Highly dependable
  • Accepts responsibility Accuracy is critical; must be highly detail oriented
  • Innovative problem solver/takes initiative
  • Excellent analytical skills
  • Ability to comprehend complex tasks
  • Self directed and able to prioritize
  • Ability to work under pressure and meet deadlines
  • Ability to work independently and as well as within a team environment
  • Customer oriented; ability to work effectively with others
  • Good communication skills (verbal, written and listening)
  • Typing 30 wpm required (or 120 data entry speed)
CONDITIONS OF WORK: (Note any travel requirements or physical demands required.Also note if employee will be exposed to any hazardous conditions.)
  • Ability to lift heavy objects (25 pounds or more)
  • Will be on feet most of day
  • Overtime may be required
  • Flexibility to work hours required to meet customer/business needs
  • Work takes place within a secure area
Job Ref No: 17918