Cashiering Specialist

Job Description

Job Summary:

The Cashiering Specialist, also known as a Payment Processing Specialist, is a vital role in the Mortgage Servicing department responsible for the accurate and timely processing of payments, payoffs, and other financial transactions. This position ensures the smooth and efficient operation of the mortgage cashiering process, from handling incoming wire receipts to processing mortgage system functions and addressing credit reporting inquiries. The Cashiering Specialist performs daily reconciliations, supports accurate accounting for loans, and maintains compliance with regulatory standards. Additionally, this role collaborates with various internal teams and vendors to resolve account discrepancies, supports system testing efforts, and provides exceptional service to clients regarding account status and payment inquiries.

Core Competencies:

• Maintains highest level of professional behavior at all times even in stressful situations. Avoids behaviors, comments, and conversations that harm morale, productivity, customer satisfaction and teamwork.
• Meets confidentiality requirements related to company, customer and financial information.
• Communicates in writing, verbally and via email in a clear and positive way. Meets policy requirements governing communication content.
• Meets high-productivity requirements and constantly evaluates and prioritizes work throughout the day to meet frequent deadlines.
• Takes ownership of work and completes tasks projects accurately. Reviews and proofreads work thoroughly.
• Works well in a fast-paced team environment and communicates regularly with other team members to ensure deadlines are met.
• Remains up to date on best practices relevant to the position and uses work hours productively.

Essential Duties:

Payment Processing and Reconciliation (High Performance & Transparency):

• Accurately monitor and process incoming wire receipts, payments, NSFs, payoffs, charge-offs, recoveries, and non-accruals to maintain the integrity of our financial records.
• Conduct daily reconciliation of accounts, ensuring precise fund allocation and transparent updates within our systems.
• Diligently review and resolve payment exceptions, demonstrating a commitment to excellence and financial clarity.
• Set up and cancel automatic loan payments as requested, fostering ease and accessibility for our clients.

Account Maintenance and Transaction Management (Transparency & Leadership):

• Conduct thorough research on existing loans to ensure accurate fund application, adjustments, and payment reversals.
• Handle essential mortgage accounting functions, including transaction postings, reversals, and charge-offs, to maintain transparent and accurate loan records.
• Quickly resolve un-posted transactions, ensuring our records reflect a true account status and demonstrating leadership in quality service.
• Facilitate loan closures by processing collateral releases, ensuring clients experience a seamless transition upon payoff.

Customer and Vendor Communication (Raving Fans & Leadership):

• Communicate proactively with clients or internal team members regarding short payments or account discrepancies, always prioritizing their financial well-being and fostering trust.
• Collaborate with vendors to resolve account inquiries, advocating for our clients’ best interests and ensuring effective, transparent resolution of issues.

Payoff and Lien Release Management (High Performance & Transparency):

• Accurately review and reconcile payoff demand statements with internal records, upholding standards of excellence and financial precision
• Prepare thorough, clear responses to payoff requests from borrowers, escrow companies, title companies, and internal departments, supporting our commitment to transparency.
• Facilitate lien release processes, providing clarity and ensuring timely, accurate record-keeping.

Credit Reporting Maintenance (Leadership & Transparency):

• Provide informed responses to customer billing questions and credit reporting inquiries, helping our clients understand and maintain their credit health.
• Resolve credit reporting disputes promptly and professionally, demonstrating leadership in handling sensitive financial matters.
• Maintain precise records of credit-related communications and reconcile reporting with credit repositories to reflect transparent, reliable client information.

Administrative and Compliance Support (Leadership & High Performance):

• Support testing of system updates, helping to lead our organization in technology and compliance excellence.
• Work with internal departments to ensure timely, thorough responses to audit requests, championing our commitment to transparency.
• Continuously update departmental procedures, developing “How To” guides and job aids to empower team efficiency and knowledge-sharing.
• Monitor and respond to incoming requests, maintaining high standards of performance and responsiveness.

General Responsibilities (Leadership, Raving Fans & High Performance):

• Act as a flexible team player, providing cross-departmental support when needed to ensure the highest level of service.
• Complete all compliance training timely, staying informed and prepared to serve both clients and teammates effectively.

Education and Experience

Education:

• High school diploma or equivalent required.
• Associate’s or Bachelor’s degree in Finance, Accounting, Business Administration, or a related field preferred.

Experience:

• 2 years of experience in mortgage servicing, cashiering, payment processing, or a related financial operations role.
• Proven experience with account reconciliation and financial transaction processing.
• Familiarity with mortgage accounting systems, core servicing platforms, and payment processing software is highly desirable.

Qualifications:

• Strong attention to detail and commitment to high performance in financial accuracy and data integrity.
• Excellent communication skills, with the ability to build trust and create raving fans through clear and effective client and vendor interactions.
• Demonstrated problem-solving abilities, with a proactive approach to identifying and resolving discrepancies.
• Knowledge of credit reporting processes and familiarity with compliance regulations in mortgage servicing.
• Ability to manage multiple tasks and priorities with leadership and efficiency, while maintaining a customer-focused approach.

Computer and Equipment Skills

• Intermediate in Microsoft Office programs (Word, Excel, PowerPoint)
• Word processing (speed and accuracy)
• MSP or FICS’ Mortgage Servicer a plus
• Email
• Internet software
• Use typical office equipment (computers, fax, phones, copiers, scanners, projectors, etc.)

Physical Requirement:

• Vision (with or without correction) sufficient to read a computer screen and to operate office equipment
• Clear speaking voice on the telephone, in person, and recorded
• Hearing within normal ranges in noise environments typical of office
• Able to sit for long periods of time at computer or other work-station and in meetings
• Able to use computers and operate equipment
• Able to lift 10 pounds occasionally unassisted

EEO Statement: As part of our dedication to the diversity of our workforce, Essex Mortgage is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, national origin or ancestry, sex, gender, gender identity, gender expression, sexual orientation, age, physical or mental disability, medical condition, marital/domestic partner status, military and veteran status, genetic information or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances.

Qualifications