Specialty Certification

(Agency Account Administrator)

Candidates for the CAS Agency Account Administrator designation must provide evidence of the following:

1. Completion of a minimum of three (3) years of on-the-job service and training related to processing licensing applications.
2. At least 8 hours of supervisory or leadership training.
3. Satisfactory completion of the CSBS Agency Account Administrator Learning Plan (see list of required courses below).
4. Financial Statement Review Training in FLEX or equivalent

• Financial Accounting: Accounting Basics
• Financial Accounting: The Income Statement and Balance Sheet
• Financial Accounting: Financial Statements

5. Completion of CHRI training as assigned.

Applicants must ensure that they meet all certification requirements and will then complete an attestation of successful job performance and mastery of job-related skills, providing a thorough written response for each competency category. Their supervisor will then review and affirm the attestation to ensure accuracy and completeness. The core competencies are an integral part of the certification, and a high degree of reliance is placed on the attestation for determining compliance with these skill areas. The supervisor reviewing the application form should be familiar with the applicant’s experience, performance, and skills/abilities and be confident that the applicant meets all the requirements outlined in the form.

The attestation form addresses the following categories:

TECHNICAL - Demonstrates advanced oversight of licensing processes and agency workflow:

• Oversees and organizes the agency's licensing operations to ensure efficiency and consistency.
• Establishes and monitors timelines and performance benchmarks for staff processing applications.
• Provides guidance to staff on application reviews, deficiency resolution, and documentation standards.
• Processes applications and/or supervises the application process efficiently and in a timely manner (i.e., within the time period prescribed by state statute or regulation where applicable).
• System Proficiency
  • Demonstrates expertise in utilizing the Nationwide Multistate Licensing System (NMLS).
  • Manages agency user roles and permissions in the NMLS system as applicable.
  • Monitors workloads through worklist and analytics to ensure efficient task assignment.
  • Stays up to date on changes in NMLS and communicates changes in functionality or processes to staff.
  • Ensures staff use of system tools aligns with national best practices for data entry, review, and compliance.
• Application Review and Processing
  • Conducts or supervises a thorough review of initial and renewal applications, ensuring that deficiencies and missing documentation are identified.
  • Ensures that staff analyze financial responsibility, company financial statements, qualifications of control persons and/or qualified individuals, and background documentation to ensure applicants meet state licensing requirements.
• Risk Assessment and Decision Making
  • Evaluates risk factors in licensing applications, such as prior enforcement actions, regulatory history, and financial soundness.
  • Verifies criminal background checks, credit reports, and other financial fitness documentation for individuals in positions of control, as required by state regulations.
  • Assesses state-specific experience and education requirements for qualified individuals or control persons, where applicable.
  • Identifies patterns of non-compliance and recommends appropriate next steps.
• Supervision and Staff Development
  • Trains and mentors new staff or team members involved in licensing functions as applicable.
  • Manages and supervises internal procedures for consistent review practices.
  • Provides ongoing support and coaching for staff development, reinforcing regulatory understanding and technical skills.
  • Coordinates with agency leadership to assign work based on capacity and complexity.

CONCEPTUAL - Provides effective and accurate evaluation of the application submitted by companies:

• Effectively follows established licensing procedures to collect and analyze data.
• Understands and articulates the role of licensing in the broader regulatory landscape.
• Interprets and implements changes to licensing policies and regulatory frameworks.
• Infers correct conclusions from collected data.
• Understands the role of the Agency Account Administrator in supporting workflow efficiency and regulatory alignment within the agency.
• Coordinates training and onboarding for new agency NMLS users as applicable.
• Analyzes complex or unusual application scenarios and guides staff through decision-making.
• Regulatory & Licensing Framework
  • Demonstrates an understanding of the purpose and importance of state financial regulation.
  • Applies key licensing concepts, including the roles of mortgage lenders, brokers, servicers, and other financial service providers. Understands the license types required by different business types under state guidelines.
  • Understands the importance of licensing in consumer protection and promoting market stability.
• Industry Knowledge & Trends
  • Applies knowledge of emerging risks (e.g., fintech, cybersecurity) to inform risk-based licensing reviews.
• Standardization & Best Practices
  • Aligns state-specific practices with national standards and promotes internal adoption of best practices.
  • Stays informed about regulatory updates and industry developments.
  • Recognizes opportunities for internal process improvement based on system capabilities and user feedback.

LEGAL/COMPLIANCE - Provides effective and accurate evaluation of policies, procedures, laws, rules, and regulations:

• Effectively demonstrates knowledge of policies, procedures, laws, rules and regulations.
• Evaluates agency processes for alignment with laws, regulations, and data privacy requirements.
• Effectively follows established procedures for presenting deficient application information and clearly and concisely recommends corrective action to applicants and/or oversees staff adherence to procedures for addressing deficiencies and communicating regulatory requirements.
• Assesses the impact of federal regulations such as S.A.F.E. (Secure and Fair Enforcement) Act, Truth in Lending Act (TILA), Real Estate Settlement Procedures Act (RESPA), and Anti-Money Laundering and Countering the Financing of Terrorism (AML/CFT) requirements on state licensing as applicable.
• Ensures proper documentation and user access in compliance with agency policies and federal data protection standards.
• Coordinates with compliance and legal teams to ensure the agency’s NMLS use aligns with evolving regulatory requirements.

COMMUNICATIONS - Provides effective oral and written communication:

• Serves as the primary liaison between the agency and CSBS/NMLS Support on account-related issues as appropriate.
• Provides training and technical support to internal staff on NMLS functionality.
• Provides on the job training to licensing staff as appropriate.
• Collaborates to resolve account access or system-related issues.
• Effectively and clearly communicates with applicants to obtain the required information.
• Provides clear, timely, and professional communication with license applicants, including status updates, guidance on requirements, and responses to inquiries.
• Effectively and clearly communicates deficiencies to supervisory personnel and/or regulated entities.
• Effectively prepares written comments that are accurate, grammatically correct, and logically arranged, to factually support any conclusions drawn.
• Manages difficult conversations with tact and professionalism, particularly in cases of application deficiencies or enforcement actions.
• Effectively and clearly provides licensing information to the public.

Learning Plan, Mortgage School Course Listing for Agency Account Administrator

• History of Licensing
• NMLS, Licensing, and the State Agency
• NMLS Account Management and System Navigation for Account Administrators
• NMLS Resource Center and Support
• SAFE Act Requirements
• MLO License Applications - Industry Perspective
• Work List Management & Assignment
• Record Access, Relationships, and Sponsorship
• License Item Management
• License Statuses
• Reviewing MLO License Applications
• Reviewing a Criminal Background Check
• Reviewing a Credit Report
• Reviewing Individual Amendments
• Company License Applications - Industry Perspectives
• Reviewing Company License Applications
• Company Management Oversight Responsibilities
• Audits
• Dedicated Resources
• Risk Management Programs
• Compliance Management Systems
• Business Continuity and Disaster Recovery
• Branch License Applications - Industry Perspectives
• Reviewing Branch License Applications
• Reviewing Company/Branch Amendments
• Advance Change Notice
• State Regulatory Actions
• Testing and Education Investigations
• Adverse and Final License Statuses
• License Surrender
• Using NMLS Reports
• NMLS Consumer Access
• Agency Fee Invoicing
• Agency Administration
• Data Analytics
• Agency Communications Library
• Privacy, Agreements, and IT Security
   

Application Specialist Recertification:

Every three years, participants will be required to provide evidence of the successful completion of a minimum of 40 continuing education hours (CEH). If a participant exceeds this requirement, up to 14 CEHs may be carried over into the new three-year term. Continuing education should be selected with the goal of maintaining, improving, or expanding the participant’s knowledge, skills, and abilities. Participants are also required to review and remain in compliance with updates to certifications. Should a material change related to the certification occur, additional training may be required to maintain certification.