National Church Residences, the nation’s largest not-for-profit provider of affordable senior housing and services is looking for a Corporate Records Document Specialist.
Objective: To assist with the management of the documents within the Corporate Records Department at National Church Residences. The Corporate Records Department focuses on the documents for the Ownership Division of National Church Residences. These records may include documents relating to the entity creation, annual reports and minutes, the real estate transactions and/or ongoing management and operations.
Tasks and Activities: The tasks for the Corporate Records Document Specialist are divided into two groups Corporate Records and Operational Records. General responsibilities in both areas are filing, maintenance of legal entities, recording receipt of documents, and scanning documentation.
I. Corporate Records Management: “corporate entity compliance”
A. Create Housing Subsidiary Board Minutes. Upon approval, minutes are to be filed; this occurs 3 times a year.
B. Create Annual Member Minutes. Upon approval, minutes are to be filed; this occurs annually in January.
C. Additional documents, i.e. Resolutions & Addendums, may be periodically received from Development for filing in CRB.
2. Maintain legal status of National Church Residences entities by ensuring the completion of annual reports in timely manner.
A. Annual reports are completed and submitted by National Corporate Research. Ensure that these reports are filed on time and that the evidence of the filing is to be downloaded from Entity Central and save onto the J DOCUMENTS drive.
B. If National Corporate Research needs any entity information or signatures the document specialist will obtain and provide.
C. Annual report invoices from National Corporate Research are to be vouchered and given to Housing Accounting for payment.
3. Coordinate National Church Residences Statutory Agent Representation
A. Ensure that each entity has National Corporate Research as the listed Statutory Agent.
B. Receive, divide and disseminate annual representation invoices from National Corporate Research for Statutory Agent fees. The invoices will be divided between Housing, Development and Parent.
C. Reconcile and ensure payment has been received by National Corporate Research annually.
4. Entity Management within public systems – Dun & Bradstreet, 2530APPS, SAM, HUD MEP profile
A. Maintain and obtain D&B number and registration for all entitles for National Church Residences.
B. Maintain the business tree for all entities with D&B.
C. Maintain and submit all 2530 renewal for Housing entities
D. Maintain and obtain SAM registration for all business entities.
E. Annually complete and submit HUD MEP Profile
5. UCC Filings: The UCC’s need to be filed for Ownership entities in WV, NJ & PA every 5 years. Other states UCC’s are filed upon request of the State.
A. The UCC form is filled out for the Owner entity (for both the County & State).
6. Cornerstone – internet – contains documents and linked for internal systems.
A. Spot check document libraries on Cornerstone for compliance with document retention.
B. Update permission to the Cornerstone.
II. Operational Records Management: “transactional document compliance”
A. If the DTCM is being used, approve receipt of Documents via DTCM for each property and continue to follow-up to ensure receipt of all transactional documents.
B. As individual documents are received, continue to maintain DTCM.
C. Create “Dockets” to house original physical paperwork.
D. Ensure that documents placed within the J DOCUMENTS folder are named correctly and in the correct location.
E. Annually conduct an audit of the J DOCUMENT folder as described in the audit policy.
8. Respond to requests for information from end-users: central office staff, field staff, other departments and outside vendors.
A. A Corporate Records Document Request Form is received via email.
B. The document is retrieved by Corporate Records either from the J: Drive or Hard Copy. If document is in electronic form, the document is sent to the requestor via email. If an individual document is requested but is not already in electronic form, the Corporate Records Associate scans the document, and sends it to the requestor via email. If an entire binder or large document is requested, the associate pulls the document, emails the requestor that the document is ready for pick-up and places the document in the pick-up area.
9. Monitor flow of documents, and return of documents to Corporate Records area.
A. If documents were kept longer than the requested timeframe, we would then request the return of the documents.
B. Once returned, documents must then be re-filed in the Corporate Record Filing Area.
C. Working folders for each project are also housed in the Corporate Records Filing Area. The users of the working folders can pull the folders themselves, as they need frequent access. We do provide filing service once the folders are returned to the filing area.
10. Manage Documents located in off-site storage
A. Cintas is our current off-site storage vendor.
B. Create and deliver internal offsite storage training.
C. Monitor the delivery of boxes to and from off-site storage.
D. Voucher off-site storage invoices for payment timely.
E. Monthly monitor the number of boxes located within off-storage.
11. Research data items within Housing Records documents.
12. Maintain organization of Corporate Records Filing Room.
A. File all returned documents to the Corporate Records Filing Room.
B. Maintain Corporate Records Filing Room in a clean and organized manner.
C. Assist in the file cabinet set-up for new deals: Create folders and dockets for the hard copy documents of the newly received transactions. Send Dockets to off-site storage. Maintain folders, filing system of existing transactions. File the Incorporation & Limited Partnership documents in the established binders for those items.
13. Scan Documents into our Electronic Document Management System: scan the document, name document, and upload document.
14. Yardi – create and maintain a document retention policy for documents that are saved within Yardi.
15. Brokerage – Administrative support for National Church Residences’ Broker of Record.
A. Monitor and maintain current Broker’s licenses
B. Complete license renewal paperwork.
C. Work with Bricker and Eckler to research Real Estate Broker rules and keep National Church Residences in compliance.
D. Maintain cost sheet and expenses for Brokerage.