Operations Specialist
Purpose
The Operations Specialist II in the NY Foreclosure Department is responsible for all functions related to Service, initiation through completion, of the Summons and Complaint in the Foreclosure action. Additionally, this individual is responsible for assisting the Surrogates Attorney, which includes but is not limited to tasks such as drafting and filing pleadings for surrogates/probate cases, orders of publication, orders to extend time to serve, and other pleadings as assigned. The Operations Specialist II will also be responsible for scheduling hearings, working cohesively with process servers to ensure timely service and obtain documents, obtaining quotes for publication cost, corresponding with court appointed representatives, and preparing attorneys for surrogate court proceedings. The processor will also correspond with clients, courts, various outside counsels, and venders related to the specified pleadings.
Specific Duties, Activities and Responsibilities
Verifying that service is properly completed on first legal and amended complaints.
Completing TLO searches to determine serviceable addresses
Preparing and filing of Request for Judicial Intervention
Registering property with New York City Department of Housing Preservation and Development
Updating the clients accordingly using the appropriate client system
Requesting Fee Approval
Filing of pleadings (E-Portal or via physical email)
Complete and update service releases
Receive pleading requests in the client system, email, and by phone
Add the request to workload reports, and populate proper fields in the firm’s case management system as well as the client’s case management system
Follow-up on any outstanding or aged requests
Self-manage daily workloads and ensure completion of tasks in a timely manner
Receive client, borrower, court, and prior counsel calls regarding specific pleadings
Ensure all pleadings prepared are parallel with client requirements
Provide excellent customer service
Assist with other duties and special projects as needed.
General Statement - Performs the job assigned complying with Firm policies and procedures, FLSA regulations, and all applicable laws, as well as ensuring confidentiality, reliability, quality, and productivity.
Job Requirements
Bachelor’s Degree Preferred
Minimum 1-2 years of foreclosure experience; 2+ years preferred. Experience with New York Foreclosure preferred
Basic knowledge of Microsoft Office (including Microsoft Excel) preferred, prior experience in foreclosure processing client systems preferred, previous law firm or loan processing experience preferred.
Ability to type quickly and accurately, and proficiency with technology is a must.
General Competency Factors
Writes and speaks effectively, using proper communication techniques for the situation; states own opinions clearly and concisely; demonstrates openness and honesty; listens well during meetings and feedback sessions; explains reasoning behind own opinions; ask others for their opinions and feedback; asks questions to ensure understanding; exercises a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinions. Able to express ideas and transmit information clearly in writing.
Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Conscientious, responsible, and reliable with respect to work completion, schedules and deadlines, as well as attendance; demonstrates ability to adjust to changing job requirements and/or volume of work; uses resources, including time, effectively and efficiently; learns and uses technology and equipment to improve productivity.
Identifies what needs to be done and takes action; keeps current with new work methods, skills, and technologies related to job/profess; willingly accepts additional assignments; takes appropriate action in face of obstacles; takes ownership for self-development and learning.
Demonstrates commitment to Bluegreen/Division/Department vision, mission and core values; participates in Bluegreen/Division/Department initiatives; takes action consistent with core values even when others don’t; follows company/division/department policies, standards and procedures; follows through on commitments and agreements; holds self accountable for mistakes.
Develops and fosters professional relationships; builds rapport with others; approaches others about sensitive issues in non-threatening ways; listens to and acknowledges other ideas and concerns, even when holding a different opinion; regulates own emotions, thoughts and feelings. Is open to giving and receiving feedback.
Demonstrates knowledge of techniques, skills, equipment, procedures and materials applicable to their position. Applies knowledge to identify issues and internal problems; works to develop additional technical knowledge and skills.
Maintains high standards despite pressing deadlines; does work right the first time; corrects own errors; regularly produces accurate, thorough, professional work relative to the position.
Produces an appropriate quantity of work; does not get bogged down in unnecessary detail; able to manage multiple projects; able to determine project urgency in a meaningful and practical way; organizes and schedules people and or tasks.