Skip to Main Content

Administrative Officer I (219483)

Document Imaging Coordinator

Recruitment #21-002711-0106

Go Back View Benefits

Introduction


This is a Skilled Service position with full State of Maryland benefits

Work that matters. The Maryland Department of Housing and Community Development(DHCD) is a national leader in the financing and development of affordable housing and community development lending.

DHCD has an immediate opening for an Administrative Officer in the Multifamily Asset management section of the Division of Credit Assurance. This position serves as the Document Imaging Coordinator and maintains accurate data in the Multifamily database and software systems and, through review of loan documents, determines what data should be entered into the Multifamily Systems. The position also reviews loan documents and insurance documents to verify compliance and accuracy. Accurate data is essential to the mission of the agency as the multifamily systems produces reports and tracking information which assists asset management in the monitoring of multifamily properties.

DHCD offers a flexible work schedule, telework and job-sharing options; training, advancement and career path opportunities; casual business dress on Fridays and a competitive salary. The DHCD Headquarters is located at 7800 Harkins Road Lanham, MD next to the New Carrollton metro stop.

GRADE

13

LOCATION OF POSITION

7800 Harkins Road Lanham, MD 20706.

The Department of Housing and Community Development Headquarters is located in Prince George's County across from the New Carrollton Metro stop.

POSITION DUTIES

The Document Imaging Coordinator maintains the integrity of Docushare - the Multifamily Asset Management web-based filing system, by ensuring essential loan data is properly filed for easy reference to vital data. Provides technical assistance to DCA Portfolio Managers and Management. The Document Imaging Coordinator plans and develops protocols for systems use, monitors and recommends ways to streamline record maintenance and alerts DCA Management of potential problems within the structure of the retained information. The Document Imaging Coordinator works with the IT Director to enhance the functionality of Docushare for the Division and makes recommendations to Division Management as to how to best adapt Docushare for Division use. Job functions include, but are not limited to, records creation, records maintenance, records disposition, project research, special project preparation, data compilation, and legal document review. This position is responsible for setting up new project files in the multi- family Portal and Access database and will lead implementation and staff training for new MAMS database system. Assists in support of various functions of asset management monitoring to include information related to Financial Statement/Budget Reviews, Management Reviews, Physical Inspection criteria and Annual Compliance Reporting. This position also gathers and reviews current insurance documents for each multi-million- dollar Multifamily Asset Management project from initial set-up of the file to the time when files are archived. The Document Imaging Coordinator serves as the Records Retention contact for the Division and analyzes and runs searches and reports to determine whether the Department has information related to Public Information Requests assigned to DCA by OAG. This position may also provide data/information for inclusion in specialized reports and statistics for Management.

MINIMUM QUALIFICATIONS

Education: Possession of a Bachelor's degree from an accredited four-year college or university. 

Experience: One (I) year experience in administrative or professional work. 

Notes: 

1. Candidates may substitute additional experience in administrative staff or professional work on a year-for-year basis for the required education. 

2. Candidates may substitute additional graduate level education at an accredited college or university at the rate of 30 semester credit hours for each year of the required experience. 

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required education and experience.

DESIRED OR PREFERRED QUALIFICATIONS

  • Experience extracting information from loan documents for managing compliance in multifamily housing
  • Experience extracting information from insurance documents for managing compliance in multifamily housing
  • Experience with document imaging software such as Docushare

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

SELECTION PROCESS

Please provide sufficient information on your application to document that you meet the minimum qualifications for this recruitment. Unofficial transcripts, certifications or diplomas to document educational or certification qualifications are required. Educational credentials from foreign countries must be evaluated by an approved education review service. This evaluation must be submitted with your application. For further information, you may call International Consultants of Delaware, Inc. (302) 737-8715 or World Education Services Inc. 1-800-932-3897 or (202) 331-2925. Successful candidates will be placed on the employment (eligible) list for at least one year. Eligible list may be used to fill future vacancies of the same classification. Successful candidates must document eligibility to work in the U.S. upon hire.

Please note: The Maryland Department of Housing and Community Development is not sponsoring new employees in application of the H-1B Visa at this time due to budgetary constraints. All applicants must be legally authorized to work in the United States under the Immigration and Reform Control Act of 1986. Federal regulations prohibit H1B Visa candidates from paying sponsorship fees, all sponsorship fees must be assumed by the potential employer.

EXAMINATION PROCESS

The examination will consist of a rating of your education, training, and experience related to the requirements of the position. You may be required to complete a qualifications supplement, or the rating may be based on your application. Therefore, it is important that you provide complete and accurate information on your application. Report all experience and education that is related to this position.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are STRONGLY preferred. However, if you wish to submit a paper application, you may mail your application and materials to:
Kathleen Hubbard
Department of Housing and Community Development
Office of Human Resources
7800 Harkins Road, Lanham, MD 20706
All application materials must be received by the filing deadline. If you are unable to upload your transcripts into the system, please send via email to Kathleen.Hubbard@maryland.gov. Please include the following information in the body of the email:
  • Attn: Kathleen Hubbard, Senior HR Generalist 
  • Your First and Last Name
  • Recruitment #
  • Classification (Job Title) of Recruitment
Incorrect application forms, or resumes in place of the application, will not be accepted. If you are interested in these positions and cannot apply online please fill out the paper application. For questions concerning these positions, please call 301-429-7418.

TTY Users: call via Maryland Relay.

We thank our Veterans for their service to our country, and encourage them to apply.

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.



Powered by JobAps