Mail Operations

Department Responsibilities:  

Ascensus Trust is responsible for the back office trust processing for plans including processing incoming contributions (checks, wires, and ACHs) and outgoing distributions.  This team works closely with internal and external clients to ensure transactions are processed in a timely manner and exceptions are resolved as quickly as possible.

Position Purpose:

The Trust Associate will support the team in providing a high level of service to both internal and external clients.  The Trust Associate will provide timely and accurate processing of specified trust operational activities within the department, focusing on meeting daily/weekly/monthly SLAs.  The role also involves understanding trust operational workflows as it relates to the individual role and the Trust operations as a whole.

Skills/Competencies:

The candidate must be able to demonstrate the skills/competencies as listed below.

• Communication Skills - Communication is primarily with peers and supervisor on specific assigned tasks.  Demonstrates ability to clearly articulate and document action taken or action necessary.

• Technical Knowledge - No to minimal ERISA knowledge or job specific technical knowledge required.  Basic understanding of assigned tasks underpinning Operational function

• Problem Solving- Effectively solves problems with direction to do so utilizing resources/procedures for a specific process, with a defined resolution. 

• Detail Oriented Vs. Big Picture- Generally focuses on details of a specific task related to a process.  Focus is entirely task based vs. conceptual.

• Conflict Resolution - Identifies and escalates conflict so that it can be addressed by senior associates and/or leadership.

• Training/Mentoring - New associate that requires training in business function

• Risk Taking/Decision Making - Makes decisions on a participant or plan level transaction based on precedent (assistance may be required).

• Planning/Organizing - Generally plans for current day in order to meet task specific objectives as defined.  Generally planning for self only.  May require some assistance with department specific task organization.

• Time Management/Prioritization - Works best with a pre-defined schedule or set of existing priorities.  Needs assistance dealing with conflicting priorities.  Responsibility to manage own tasks.

• Work Style - Requires regular direction.  Once direction received, is able to effectively complete tasks and report results.

• Initiative/Work Ethic - Completes daily work as assigned.  Will seek out opportunities to assist peers with daily volumes. Will take on additional departmental responsibilities when assigned.

Job Duties/Responsibilities:

Mailroom associate

• Handle all incoming and outgoing mail

• Ensure all mail is routed correctly amongst various departments

• Timely and accurately process outgoing distribution checks

• Scan documents into Optical Imagining System and scan checks to bank

• Manage check stock and envelopes levels within the company

• Timely and accurately process contributions including checks, wires, and ACHs

• 10-key incoming transactions

• Open/Process incoming and outgoing overnight packages

General duties and responsibilities:

• Resolve internal and external client issues by responding professionally to all correspondence within communicated and departmental standard timeframes.

• Meet expectations of job by attendance, punctuality as indicated in the employee policy handbook.

• Provide management reporting as required.

• Achieve service level goals as identified.

• Participate in audit activities and cyclical events as required.

• Perform other duties and/or special projects as assigned.

• Responsible for protecting and securing all client data held by Ascensus to ensure against unauthorized access to and/or improper transmission of information that could result in harm to a client.

• The I-Client philosophy and the Core Values of People Matter, Quality First, and Integrity Always® should be visible in your actions on a day to day basis showing your support of our organizational culture.

Additional Requirements: 

• Associates degree in Accounting, Business Administration, Mathematics, or equivalent work experience

• Familiarity MS-Office software applications, including Excel and Word

• Ability to work overtime as necessary

• 10-key experience preferred.

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