Program Assistant-Legal

Location US-NJ-Trenton
Job ID
2019-1486
Category/Department
Finance & Development - Underwriting & Closing

Overview

Job Summary

 

Provides full administrative support to Director and Program Managers; provides general administrative support for Closing Services staff; and assists in daily operations of department.   Supports staff with overall workflow of the Department, including closing and post-closing support for all NJEDA products and programs.

 

$36,616-- $45,770

Responsibilities

Essential Duties and Responsibilities

 

  • Creates and updates all physical and electronic product files as needed, including insertion of commitment letter/approval letter, board or delegated approvals, project analysis, application, project summary, tax clearance certificates; and any other related documents for CO, Program Managers and/or Director.
  • Independently reviews NJ Department of Environmental Protection Financial Assistance Underwriting Approvals and prepares Financial Assistance Agreements.
  • Serves as assistant to Director and Program Managers; maintains department calendar and assists in procuring and scheduling seminars, events and meetings; and handles special projects as required.
  • Assists with closing/post-closing/modification duties, including but not limited to: electronically collating documents, preparing correspondence; check requests; files/records collateral documents and tracks return; prepares post-closing correspondence as needed; obtains any outstanding post closing items; updates and enters data into CRM, Enable and Sandy Salesforce (“Systems”); creates hard copy closing and correspondence files; transmits closing files for scanning; creates collateral files; and securely stores collateral documents and original documents in Collateral Room
  • Proofreads all commitment and approval letters prior to transmission; and documents as needed.
  • Creates multiple CRM/EnAble reports for Director and Program Managers; reconciles legacy system activity reports to Systems report for discrepancies.                    
  • Maintains electronic database for the creation/modification all EDA products and programs, including but not limited to program memos and rules and regulations regarding same.
  • Handles and maintains the off-site storage process, tracking, and schedules for the Department assuring timely processing and storage of document product files.
  • Provides general administrative support; prepares correspondence and composes routine memos and letters, including the Economic Recovery Fund legislature letters; processes incoming and outgoing mail, maintains department files, provides staff and telephone coverage as needed.
  • Promotes teamwork and communication to encourage an interactive, cooperative, collaborative, and customer focused work environment among division, EDA staff, and external customers.
  • Performs other duties and special projects, as assigned.

 

Required Skills and Abilities

 

  • Basic knowledge and comprehension of lending and legal document language
  • Ability to read, understand and interpret; and be proficient in the Authority’s statutes, regulations, policies and procedures; and multiple federal and state rules with oversight and assistance
  • Must possess excellent administrative & organizational skills; and display keen attention to detail
  • Must be able to function effectively under pressure with a significant and varied workload
  • Must be able to effectively support several team members simultaneously
  • Must be flexible and adaptable to change
  • Must be customer focused, results and solutions oriented
  • Ability to communicate effectively both verbally and in writing; proficient in grammar, spelling and editing; and foster communications with business professionals, customers and EDA staff
  • Ability to prioritize workload, must be highly organized, detail-oriented, handle various tasks simultaneously, shift priorities and work independently within limited time constrains with little or no supervision
  • Must be able to maintain confidentiality and deal effectively and diplomatically with business professionals and EDA staff
  • Demonstrates respectful behavior and promotes teamwork and communication to encourage an interactive, cooperative, collaborative and customer focused work environment among division, EDA staff and external customers. 
  • Proficiency in Microsoft Office Suite and Microsoft Dynamics 365; and possess ability to learn new software packages

 

Qualifications

Required Qualifications

 

Education and Experience Requirements

  • High School Diploma
  • Administrative experience strongly preferred within a legal and/or lending/banking environment.Advanced degree or industry specific certification may be substituted for 1 year of experiencePhysical Demands
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  • Minimal Travel
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  • As necessary to events, meetings, businesses, etc.Certificates and Licenses Required
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  • Valid driver’s licenseNoteThe examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job description. Conversely, all duties performed on the job may not be listed. This job description is intended to convey information essential to understanding the scope, general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.Your employment at NJEDA is voluntary and subject to termination by you or NJEDA at will, with or without cause, or with or without notice, at any time. Nothing in this job description shall be interpreted to conflict, eliminate or modify the employment-at-will status of NJEDA employees. NJEDA reserves the right to amend/revise this job description as necessary to meet current and changing business needs.Equal Opportunity Employer
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Position Requirements

 

  • Must comply with the “New Jersey First Act” which requires employees hired after September 1, 2011 to reside in New Jersey. Non-New Jersey resident employees must relocate to New Jersey within one year of their date of hire and provide proof of residency to Human Resources.
  • Must complete an Outside Activity Questionnaire (disclosure of outside office or employment) on an annual basis.

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