Closing Assistant - Legal

Job Summary

Provides support and assists in daily operations of the department.   Supports Director, Program Managers, Closing Officers, Closing Associates (“Closing Staff”) with overall product organization, closing and business workflow of the Department.

$44,880 -  $56,100

NOTE:

The NJEDA currently offers a hybrid work schedule for up to 2 days of telecommute work from home. To participate, you will be required to have high speed home internet access and a managers approval. This program does not supersede the "New Jersey First Act", which requires newly hired NJEDA employees to establish and then maintain, principal residence in the State of New Jersey.

Essential Duties and Responsibilities

• Creates, organizes and updates all physical and electronic product/program files for Closing Staff.
• Collects, examines and organizes product files for responsible Closing Staff.
• Assists with pre-closing/closing/post-closing/modification duties, including but not limited to: electronically extracting documentation, 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
• Proofread product related documents and commitment/approval letters.
• Creates multiple CRM/EnAble reports for Director and Program Managers.
• Manages and maintains electronic database for the creation/modification of EDA products and programs, including but not limited to program memos and rules and regulations regarding same.
• Handles and maintains collateral file documents and 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 processes incoming and outgoing mail, maintains department files, provides staff and telephone coverage as needed as applicable and required.
• Promotes teamwork and communication to encourage an interactive, cooperative, collaborative, and customer focused work environment among division, EDA staff, and external customers.
• Must complete annual and semiannual self-assessments as required.
• 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

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 experience

Physical Demands

• Minimal

Travel

• As necessary to events, meetings, businesses, etc.

Certificates and Licenses Required

• Valid driver’s license

Note

The 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

Position Requirements

• Foreign degrees/transcripts must be evaluated by a reputable evaluation service at your own expense and must be submitted prior to a start date. If this cannot be provided within 21 days of an offer the offer will be rescinded.
• 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.
• Must review the required NJEDA Ethics
  • Those guidelines to can be found here:
    • https://www.nj.gov/ethics/docs/ethics/plainlanguage2021.pdf
    • https://www.nj.gov/ethics/docs/ethics/2022_uniformcode_april.pdf

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