Position Overview

Under general direction, manages all aspects of exam assignments for the Unit. Produces and reconciles invoices of examination fees. Responds to written inquiries and telephone calls. Provides training for examiners and support staff. Stores and retains examination records. Performs special projects for management.

Essential Functions

Manages all aspects of exam assignments for the Unit.

• Issues examination reports, including but not limited to, the Exam Compliance Report.
• R eceives draft examination reports from examiners, reviews for consistency in description of findings and corresponding ratings, edits for uniform style and formatting, and converts the examination report from Word to pdf.
• Generates examination status reports on weekly, monthly, quarterly, and yearly basis for management and examination staff.
• Prepares and submits correspondence to licensees including, but not limited to, compliance documents, cover letters, and examination reports.
• Engages in frequent email correspondence with licensees before, during, and after the examinations.
• Prepares formal correspondence regarding amendments to examination reports, issues relating to the licensees’ written responses, examination cycles, etc.
• Identifies licensees due for an exam, generates and issues pre-exam letters to each licensee, and creates the respective exam specific screens.
• Has primary responsibility for examination data maintained in agency, state, multi-state, and federal databases and software.
• Corrects scheduling issues for the field staff examiners.
• Collaborates with field staff examiners with research and follow up regarding examination policies.
• Coordinates forms for superior’s approval and signature

Essential Functions Cont.

Produces and reconciles invoices of examination fees.

• Receives and reviews the billing statements from the examiner-in- charge and review examiner on each exam; discusses any issues with those examiners.
• Enters billing information into agency software, generates formal exam invoice, prepares cover letter, and issues invoice to licensees.
• Monitors payment of invoices by licensees.
• Calls licensees and prepares correspondence when licensees do not pay within 30 days.
• Assists fiscal staff with the process for collection of outstanding invoices.

Responds to written inquiries and telephone calls from licensees, agency employees, representatives from the mortgage banking industry and trade associations, other governmental agencies and the general public regarding examinations, scheduling, compliance issues and policies/procedures.

• Refers legal issues to mortgage banking legal counsel.

Provides training for examiners and support staff.

• Trains examiners and staff on all system updates on agency, state, multi-state, and federal databases and software.
• Provides and trains new examiners on all content of the comprehensive examination manual.
• Trains new staff on internal policies and procedures.
• Trains staff on items including, but not limited to, Department requirements, timekeeping, recurring annual data requests, and reporting forms involving examination statistics from the exam team.
• Conducts and or assigns annual training sessions.

Essential Functions Cont.

Organizes, plans, develops, implements, maintains, and evaluates the record systems to properly store, retain, and retrieve Mortgage Banking Examination records.

• Implements guidelines for storage of records in accordance with the Secretary of State Archives Division and Central Management Services policies for record retention and storage.
• Coordinates policies and procedures in the development of these systems with other units within the section.
• Confers with management on the integration of the record systems to resolve administrative problems and develop function improvements.

Performs special projects for management

Performs other duties as required or assigned which are reasonably within the scope of the job duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill, and mental development equivalent to completion of four years of college, preferably with courses in business or public administration.

2. Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management training program.

Preferred Qualifications

1. Prefers at least three years of work experience organizing and maintaining an electronic records system on behalf of an office or institution.

2. Prefers at least four years of experience working in the field of banking, financial institutions, or similar.

3. Prefers at least one year of experience working in the field of mortgage banking.

Agency Overview

IDFPR is a regulatory licensing and enforcement agency that protects the residents of Illinois, ensures the safety and soundness of financial institutions, ensures that competent professionals are licensed to provide services to the public, and enhances commerce in the state for the benefit of all its residents.