Administrative Assistant

Biddeford Housing Authority

Augusta (ME)

On-site

USD 35,155 - 42,968

Full time

14 days+

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Benefits offered by this job

Health benefits

Dental benefits

Vision benefits

Employer retirement match

Life insurance

Disability insurance

Paid time off

Job summary

MaineHousing is seeking a Mortgage Assistant to serve as the primary contact for consumer inquiries and provide essential administrative support for the Homeownership Department.

The role involves handling inquiries by phone, walk-ins, and email, processing mail and invoices, and supporting loan pipeline activities. In-office position with a strong emphasis on accuracy and organization.

Qualifications

Education and a minimum of two years of administrative experience preferred.
Familiarity with mortgage loan documents.
Strong organizational skills and high accuracy.

Responsibilities

Provide program information to consumers and partners by phone, walk-ins, and email.
Refer callers to MaineHousing’s public website or mail consumer information packages.
Process incoming/outgoing mail for the Homeownership Department.
Prepare invoices, check requests and purchase orders.
Check in original Notes and secure in vault; conduct monthly inventory; mail originals to Sub-Servicer.
Monitor the loan pipeline, process eDoc notifications, and assist with revisions/extensions.
Refer pre-closing review documentation to the Homeownership Lender contact.
Generate Loan Schedule and Reviewer Checklist; perform data entry and QC for loans purchased.
Process bi-monthly loan file transfers and post-transfer tasks.
Monitor eDocs post-purchase reports and save final documents; search collateral docs.
Attend monthly staff meetings and take minutes; conduct weekly rate surveys.

Skills

Mortgage docs familiarity

Organizational skills

Written and oral communication

Telephone skills

Microsoft 365 (Word & Excel)

Independent initiative

Data entry

Report generation

Multi-tasking

Education

Administrative experience

Tools

Microsoft 365

Job description

Full-time

Primary Purpose of Position:

The Mortgage Assistant is the primary contact for consumer inquiries and provides administrative functions for the department.

Core Functions

Provide program information to consumers and partners via telephone, walk-ins, and email, including the Homeownership general email boxes. Refer callers to MaineHousing’s public website, email or mail consumer information packages.

Process incoming and outgoing mail for the Homeownership Department.

Prepare invoices, check requests and purchase orders.

Original Note Processing

Check in original Notes and secure in vault.
Conduct monthly inventory.
Mail original Notes to Sub-Servicer.

Assist in monitoring the loan pipeline

Monitor eDoc notifications. Process reservation revision and extension requests.
Run e-Mortgage Docs Audit/Event log daily to ensure submission of documents.
Refer pre-closing review documentation to the Homeownership assigned Lender contact.
Check in loan files delivered, generate Loan Schedule and Reviewer Checklist.
Perform data entry and quality control for loans approved for purchase. Assemble files and transit to Sub-Servicer.
Process bi-monthly loan file transfer for mortgage purchases and post-transfer tasks.

Final documents

Monitor eDocs post purchase reports and identify and save final documents to appropriate folders.
Search Online for collateral document and save to the appropriate folders.

Attend monthly staff meetings and take minutes to the meeting.

Conduct Rate Survey on a weekly basis and distribute results.

Other Duties As Assigned.

Represent MaineHousing at outreach events and trade shows.

Requirements

Education and Experience

Education and a minimum of two years of experience working in an administrative role is preferred.

Skills And Knowledge

Familiarity and experience with mortgage loan documents
Strong organizational skills
Demonstrated high degree of accuracy and attention to detail
Ability to communicate effectively, both orally and in writing
Excellent telephone skills
Intermediate user of Microsoft 365 including Word and Excel
Ability to think and act independently and take initiative
Ability to develop new ideas and communicate them clearly to management
Ability to multi-task, and work with minimal oversight
Ability to complete registry reviews and identify issues pertaining to security instruments and chain of title
Ability to generate and export reports from Loan Tracking & Single Family
Strong PC skills using various software (spreadsheet, word processing, database)

Working Conditions: Fast-paced work environment. Work is performed in office setting using computer, scanner, telephone, and photocopy machine. MaineHousing office hours are Monday – Friday 8:00 a.m. to 5:00 p.m. This is an in-office position.

Reports To

Homeownership Manager

Supervises

no one

The starting hourly rate for the position is $18.7798 ($39,062 annually), plus a great benefits package including, but not limited to, health, dental and vision, retirement options with employer match, life insurance, short and long-term disability, employee assistance, generous earned time and all major federal holidays. Employment is eligible for the Public Service Loan Forgiveness Program.