Program Assistant- Bond & Loan Servicing Compliance at New Jersey Economic Development Authority in Trenton, New Jersey

Posted in General Business 10 days ago.

Job Description:

New Jersey Economic Development Authority

Equal Opportunity Employer

Job ID 2021-1696



Responsible to support the Bond Compliance Department and Loan Servicing and Compliance Department by processing, tracking and organizing a high volume of closed bond, loan and other related projects and documents. Duties also include providing support to our managers and employees, assisting in daily office needs and managing our company's general administrative activities.


Essential Duties and Responsibilities

Bond Compliance:
  • Ensures closed bond files are up to date, and prepared for IRS audits and internal reviews including filing and organizing correspondence, IRS filings, modification approvals, and executed bond amendments are retained and filed per department policies.
  • Processes filings of approved IRS forms accurately and timely as requested by the Manager or Officers including 8038 CPs, 872s, 1096 BTCs, etc.
  • Coordinates signing, witnessing, sealing, mailing and filing of department correspondence, bond amendments and other documents per department policies as required.
Loan Servicing:
  • Tracks new loan/project closings and assigns and notifies servicing officers.
  • Responsible for department's procurement and vendor invoice payment functions in ReqLogic.
  • Evaluates and tracks borrower's insurance certificates/cancellations per department policy, following up with customers/officers as needed; maintains insurance tracking system.
  • Prepares and distributes monthly team activity/goal reports and SLM Collections reports, and delinquency reports
  • Orders property searches, UCC searches and personal credit reports as required.
General Administrative Support:
  • Contacts officers and prepares monthly summaries of board agenda and delegated approvals as directed.
  • Distributes all modification memoranda, including delegated authority and items for the Director's Loan Committee. Assists in preparing quarterly delegated authority reporting board memos pursuant to board delegation policy and other regularly scheduled reports.
  • Provides general administrative support for assigned staff, including coordinating team events, processing incoming and outgoing mail and maintaining division files. Provides staff coverage and telephone coverage as needed.
  • Oversees department timekeeping in ADP ensuring accurate and timely completion of staff timecards; acts as ADP system delegate for Program Manager and Director.
  • Processes T&E and other check requisitions.
  • Codes and forwards all documents for scanning into EDA's document management system. Responsible for processing offsite storage filing and document destruction.
  • Organize and schedule appointments. Arrange/setup conference/video calls
  • Coordinate project/departmental workflow ensuring deadlines are met including tracking, recording process and running reports
  • Answer and direct phone calls/email as directed
  • Data Entry
  • Write and distribute email, correspondence memos, letters and forms
  • Update and maintain office policies and procedures
  • Order office supplies and research new deals and suppliers
  • Maintain contact lists
  • Book travel arrangements
  • Handles confidential information
  • Act as the point of contact for internal and external clients
  • Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
  • 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-assessment as required.
  • Performs other duties and special projects, as assigned.


Required Skills and Abilities

  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook and Excel); Ability to learn new software
  • Excellent time management skills and the ability to prioritize work
  • Ability to learn bond and loan compliance requirements.
  • Ability to prioritize workload, must be highly organized, detail-oriented, handle various tasks simultaneously and work independently within limited time constrains with little or no supervision
  • Proven experience as an administrative assistant, or office admin assistant
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and other machines
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • Ability to communicate effectively both verbally and in writing; proficient in grammar, spelling and editing; and foster communications with business professionals and EDA staff
  • 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 the ability to learn new software packages

Required Qualifications

Education and Experience Requirements
  • High School degree
  • Additional qualification as an Administrative assistant or Secretary helpful
  • Demonstrated knowledge of and commitment to diversity, equity, and inclusion preferred

Advanced degree or industry specific certification may be substituted for 1 year of experience

Physical Demands
  • Minimal

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

Certificates and Licenses Required
  • Valid driver's license


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.
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