Mail Operations Representative

ascensushr; United States; On-site; USD 25,000 - 33,000; Full time

Job summary

Ascensus is seeking a Mail Operations Representative to provide high quality services to 529 plans by handling mail requests from account owners and advisors, following documented procedures, and managing mail sorting, preparation, scanning, and archiving.

This on-site role requires a team player with a flexible schedule who can work in a fast-paced environment at our Needham, MA office, with specific Monday through Friday shifts and occasional Saturday hours during busy season.

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.

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 our organizational culture.
• Assist with other tasks and projects as assigned

Skills

Team player

Analytical mindset

Problem solving

Attention to detail

Multitasking

Strong communication

Education

Associate's or Bachelor's Degree preferred

Tools

Remote check deposit software

Document capture software

Proprietary systems

Job description

Section 1: 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

Section 2: 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 our organizational culture.


• Assist with other tasks and projects as assigned

Supervision: N/A

Section 3: 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

Be aware of employment fraud. All email communications from Ascensus or its hiring managers originate from @ascensus.com or @futureplan.com email addresses. We will never ask you for payment or require you to purchase any equipment.