What are the responsibilities and job description for the Operations Associate II, Document Management position at Equity Administrative Services Inc And Affiliates?
JOB OVERVIEW
The Operations Associate II demonstrates consistency, accuracy, and advanced understanding necessary to work with minimal supervision. Processes client requests accurately, efficiently, and in accordance with documented processes and procedures; ensuring superior document management and security of all physical and electronic documents. Ensures the creation of a digital record through the workflow system for client and internal requests received via physical mail, fax, or email. Processes and reviews high volumes of standard tasks and transactions. Responsible for maintaining, storing, and cataloguing originals documents.
RESPONSIBILITIES & DUTIES
- Operates in a fast-paced environment to meet or exceed pre-determined service levels
- Ensures accuracy of information through data verification affording timely processing
- Pick up all incoming mail at the post office and process by opening, sorting, and maintaining statistics of volumes
- Process all incoming and outgoing client correspondence in a timely and efficient manner, forwarding when appropriate
- Categorize high volumes of incoming checks based on asset and income type and scan into the workflow system
- Research client account information to ensure accurate processing of all request documents including account open and maintenance, investments in all asset types, distributions, deposits, and all other internal forms
- Index required information into workflow system based on specific parameters for each form type, department and line of business
- Manage assigned email or fax lines initiating workflow or adding documents into existing work items for processing
- Review, file and safe keep original documents and assets on behalf of clients ensuring documents are organized, accurate, titled correctly and current
- Assist with safekeeping vault inventory process yearly to fulfill custodial responsibilities for adequate oversight and recordkeeping of documents and assets held
- Scans images/documents for storage into client electronic account records
- Use of multiple mail machines including opener, postage meter, folder/inserter machine
- Assists Team Lead and Supervisor with resolving client issues, research, and responding to colleagues’ requests
- Prioritizes document requests that are expedited or otherwise urgent to meet client investment needs
- Assists other departments as needed
- Performs other duties as assigned
QUALIFICATIONS
- High School Diploma or equivalent required
- Associate’s degree preferred
- Minimum 1 year of data entry and/or document management experience preferred
- Minimum 1 year experience in a fast paced, customer driven environment preferred
PROFESSIONAL CERTIFICATIONS
- None required
TECHNICAL SKILLS
To be successful in this role, you should have experience with and an understanding of the following:
- Basic level proficiency in Microsoft Office
- Intermediate 10 key skills
- Able to type at least 45 WPM preferred
CULTURAL COMPETENCIES
In addition to our core company competencies of Cultivates Innovation, Nimble Learning, Action Oriented, Collaborates, and Being Resilient, a successful candidate in this role should exhibit the following behavioral competencies:
- Customer Focus
- Communicates Effectively
- Optimizes Work Processes
- Self-Development
PHYSICAL DEMANDS/WORK ENVIRONMENT
This job operates in a professional office environment and routinely uses standard office equipment. While performing the duties of this job, the associate is regularly required to speak and hear. The associate is frequently required to sit for extended periods of time, as well as stand, walk, use hands and fingers, and reach with hands and arms. This job requires the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary.
DISCLAIMER/ASSOCIATE ACKNOWLEDGEMENT
The above statements describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time.