Operations Associate II, Document Management

Equity Trust•Westlake, OH

33d•Onsite

About The Position

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.

Requirements

High School Diploma or equivalent required
Minimum 1 year of data entry and/or document management experience preferred
Minimum 1 year experience in a fast paced, customer driven environment preferred
Basic level proficiency in Microsoft Office
Intermediate 10 key skills
Able to type at least 45+ WPM preferred
Customer Focus
Communicates Effectively
Optimizes Work Processes
Self-Development

Nice To Haves

Associate's degree preferred

Responsibilities

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