Mail Operations Representative

Ascensus; Newton (MA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Collaborative environment

Tuition reimbursement

Paid time off

Medical, dental & vision benefits

Health Savings Account with employer

401(k) & 529 savings match

Volunteer and charitable-giving

Business casual dress

Job summary

Ascensus in Needham, MA, is seeking a Mail Operations Representative to manage inbound mail requests from account owners and advisors, performing sorting, scanning, and archiving of documents in a fast-paced environment. You will support 529 plans with accuracy, efficiency, and strong client service, working five days a week in the office during a busy season.

Ideal candidates have a degree, at least 6 months of professional experience, and a collaborative mindset.

Qualifications

• Associate’s or Bachelor’s Degree preferred.
• 6 months experience in a professional work environment preferred.
• Strong analytic mindset with advanced problem solving, organizational and communication skills.
• Detail oriented, PC/keyboard proficient, flexible, self-motivated, ability to multitask and work well under pressure.
• Prior financial service industry experience or Cashiering/Reconciliation experience.
• Series 6 and 63 licenses are preferred.

Responsibilities

• Meet and/or exceed department standards for productivity and quality.
• Review financial vouchers ensuring all batches are in good order within proprietary systems.
• Utilize remote check deposit software to transmit time sensitive checks to the bank.
• Sort and prepare incoming mail based on plan, transaction type and documented procedures.
• Scan and archive prepared batches.
• Utilize document capture and storage applications to process requests.
• Demonstrate flexibility and team-oriented attitude in support of 529 plan business.
• Provide exceptional client service skills.
• Demonstrate strong problem resolution skills.
• Solid organizational and communication skills with strong attention to detail.
• Complete core corporate training and develop solid knowledge of systems.
• Self-motivation to consistently improve job knowledge to advance service capabilities.
• Stay up-to-date on 529 and financial services industry knowledge in support of clients.
• Provide suggestions on how to improve quality and/or productivity.
• Demonstrated ability to prioritize work ensuring high priority tasks are completed within a timely matter amongst a team environment
• Be a willing participant or take ownership of projects assigned to unit.
• Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.
• Our I-Client service philosophy and our 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 your organizational culture.
• Assist with other tasks and projects as assigned

Skills

Team player

Analytical mindset

Strong communication

Detail oriented

Multitasking

Education

Associate’s or Bachelor’s Degree preferred

Tools

Remote check deposit software

Job description

Position Summary

The Mail Operations Representative is accountable for providing high quality services to 529 plans via mail requests and following documented procedures. This position provides client services to 529 plans by managing incoming mail requests from account owners and advisors seeking information or executing requests on specific accounts, product or plan information, and policies and procedures. Accountable for but not limited to mail operation functions including sorting/opening mail, mail preparation, scanning, and archiving/retrieving documents. The ideal candidate must be able to work in a team environment and have a flexible schedule and be able to work in a fast paced, time sensitive environment. Office requirement: 5 days a week in Needham, MA office Shift requirement: Mondays (3:30p-12a), Tuesday-Friday (1pm-9:30p) *Busy season is December-February abbreviated Saturday hours will be required

Job Functions, Essential Duties and Responsibilities

• Meet and/or exceed department standards for productivity and quality
• Review financial vouchers ensuring all batches are in good order within proprietary systems.
• Utilize remote check deposit software to transmit time sensitive checks to the bank.
• Sort and prepare incoming mail based on plan, transaction type and documented procedures.
• Scan and archive prepared batches.
• Utilize document capture and storage applications to process requests.
• Demonstrate flexibility and team-oriented attitude in support of 529 plan business.
• Provide exceptional client service skills.
• Demonstrate strong problem resolution skills.
• Solid organizational and communication skills with strong attention to detail.
• Complete core corporate training and develop solid knowledge of systems.
• Self-motivation to consistently improve job knowledge to advance service capabilities.
• Stay up-to-date on 529 and financial services industry knowledge in support of clients.
• Provide suggestions on how to improve quality and/or productivity.
• Demonstrated ability to prioritize work ensuring high priority tasks are completed within a timely matter amongst a team environment
• Willingness to assist other functional areas.
• Be a willing participant or take ownership of projects assigned to unit.
• Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.
• Our I-Client service philosophy and our 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 your organizational culture.
• Assist with other tasks and projects as assigned

Supervision N/A

Experience, Skills, Knowledge Requirements

• Associate’s or Bachelor’s Degree preferred
• 6 months experience in a professional work environment preferred
• A team player with a strong analytic mindset with advanced problem solving, organizational and communication skills
• Detail oriented, PC/keyboard proficient, flexible, self-motivated, ability to multitask and work well under pressure
• Prior financial service industry experience or Cashiering/Reconciliation experience
• Series 6 and 63 licenses are preferred

We are proud to be an Equal Opportunity Employer

Ascensus helps millions of people save for a better future.

Benefits

• Collaborative, idea-sharing environment
• Professional Development with in-house training and tuition reimbursement
• Generous reward programs
• Paid time off
• Medical, dental & vision benefits
• Health Savings Account with employer contribution up to $1,100
• 401(k) & 529 college savings match programs
• Volunteer and charitable-giving programs
• Business casual dress