Eastman Credit Union is seeking a Title Assistant. The Title Assistant's primary responsibilities are to verify and record Eastman Credit Union’s (ECU) lien placement on all titles and Uniform Commercial Codes (UCC). This includes verifying appropriate documentation is signed by each person who is an owner of the collateral, core system information is accurate in accordance with the lien documents, noting of lien (NOL) documents are complete and accurate, compile titles and NOL documents to be sent to the appropriate state’s department of motor vehicles (DMV), requested titles are received from DealerTrack and recreational vehicle and other chattel UCC’s are filed with the appropriate state. The Title Department also reviews various daily reports provided by Dealer Track and internal resources, resolves issues with titles or UCC’s, goes to the local DMV for delivery\pick-up of titles as needed, releases and renews UCC’s, processes state request for titles, communicates with vendors as needed, processes payoff checks from dealers, collaborates with Training and Development for procedure maintenance, continually looks for process improvements that drive efficiencies, updates and maintains measures, processes all request that come into the departments inbox in a timely manner, and provides member and staff support.
Essential Duties and Responsibilities include the following; however, other duties may be assigned.
• Adhere to and support ECU’s Service Excellence Expectations.
• Review, monitor, and comply with current compliance standards and regulations.
• Verify all necessary state and loan documents have been obtained and have appropriate
signatures in order for ECU to hold a secured interest in the collateral.
• Verify core system information is accurate in accordance with titles and UCC’s.
• Verify all recreational vehicle and heavy equipment UCC’s are complete and filed
with the appropriate state.
• Verify all NOL documents are complete and accurate, compile the titles and NOL’s to be
sent to the appropriate states DMV offices.
• Verify all requested titles were received from Dealer Track and resolve any issues if a
request is not received.
• Review the Account Import Error Report to identify internal refinances that have not been
communicated to the Title Department by MSR’s or Consumer Processors in order to
prevent the release of the title to the member and re-record ECU’s lien.
• Review the Accounts with Duplicate Vehicle Identification Numbers report to determine if
the title needs to be sent to ECU for lien placement due to being financed by the new
buyer with ECU or sent directly to the member.
• Review the Automated Request Error Report to determine when information does not match or if
data critical to the release is missing. The incorrect data causes the title not to automatically
release and requires the Title Assistant to manually release the title.
• Compile a Third-Party Release report to encompass information that indicates when a title is
released to other financial institutions, dealers, and insurance companies.
• Generate and work various other daily reports as needed to follow up on title issues.
• Go to the local DMV for delivery and\or pick-up of titles as needed.
• Send or mail titles to members, branches, auto dealers, insurance companies, or states
if needed.
• Sort and process all incoming mail in order to ensure ECU’s lien is placed in a timely
manner.
• Resolve uncertainties that relate to loan documents and titles/UCC’s versus information in
Dealer Track or the core system.
• File UCC’s with the appropriate state to release liens for recreational vehicles and other
chattel as needed.
• File UCC continuations with the appropriate state in order to maintain ECU’s lien
placement for loans that have a term of greater than five years.
• Process special request for titles. This means monitoring the group inbox, verifying
payoffs were received with guaranteed funds, and processing the request through our
vendor Dealer Track.
• Communicate with members, various state/local authorities, auto dealers, insurance
companies, and staff to resolve issues related to titles/UCC’s.
• Correct vehicle identification number (VIN) errors in MeridianLink and generate
corrected loan documents.
• Mail follow up letters and/or emails to members and dealerships when a title is not
received for collateral that is financed with ECU.
• Convert the interest rate to the default rate and increase the payment accordingly for loans
that ECU does not have a lien placement on the collateral.
• Responsible for creating and maintaining measures for the Title Department.
• Provide branch support as needed. This includes providing forms and direction for ECU’s
lien placement, assisting with direction on how to make changes to lien placements, name
changes, removal of names, state change request, etc.
• Add/remove users and reset passwords in the collateral management system.
• Collaborate with Training and Development for procedure maintenance as needed.
• Responsible for creating and maintaining back-office procedures in relation to all Title
Department job duties.
• Uphold ECU’s Mission, Vison, Strategic Intent, Values, Policies, Guidelines, and
management decisions.
Required Skills
Required Experience
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
Computer Skills
To perform this job successfully, an individual should have knowledge of OSI, MeridianLink
Database software; eTime Internet software; Access Project Management software; Excel
Spreadsheet software and Word Processing software.
Skills and Abilities:
•Analytical skills
•Problem solving skills
•Communication skills
•Interpersonal skills
•Ability to work on a team
•Leadership ability
•Organizational skills
•Mathematical skills
•Technical skills