Retirement Services Specialist - Processing - UT - On Site

Vensure Employer Solutions • Cottonwood Heights City, UT

2d • Onsite

About The Position

The Retirement Services Specialist – Processing manages the accurate and timely processing of payroll contribution submissions and participant transaction requests within 401(k) retirement plans. The role works with internal teams, recordkeepers, advisors, and clients to resolve discrepancies, maintain data integrity, support compliance, and improve operational processes. Regular on-site attendance is an essential job function because the position requires secure system access, collaboration on sensitive technical matters, participation in operational meetings, and hands-on involvement.

The position responds to participant inquiries, processes and verifies transactions and contributions, maintains records, supports reconciliations and audits, and handles related mail and deposits. It also requires clear communication, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced, compliance-driven environment. The work takes place in a professional, climate-controlled office with typical lighting and low to moderate noise. It involves extended computer and screen use, in-person collaboration, and minimal exposure to physical hazards.

Requirements

• At least two years of client-facing customer service and relationship management experience.
• High school diploma or equivalent combination of experience, skills, and education is preferred.
• Proficiency with Microsoft Office applications, including Outlook, Microsoft Teams, Excel, Word, and PowerPoint, and ability to learn other applications.
• Competency in computer operations, data entry, file management, and navigating software platforms accurately and efficiently.
• Ability to read and interpret policies, procedures, technical documentation, and plan materials.
• Ability to write clear, accurate routine reports, correspondence, and documentation.
• Effective, professional communication with internal teams, external partners, clients, and stakeholders.
• Ability to work under supervision while also completing tasks independently with initiative and accountability.
• Reliability, integrity, confidentiality, and commitment to quality and continuous improvement.
• Ability to listen actively and provide clear guidance on retirement plan features, processes, and compliance requirements.
• Calm, solution-oriented approach to escalated or complex situations.
• Precision in reviewing plan documents, processing transactions, verifying data, and interpreting regulatory requirements.
• Ability to prioritize multiple tasks and deadlines in a fast-paced environment.
• Flexibility, teamwork, and ability to adapt to process changes, regulatory updates, and evolving business needs.
• Ability to follow and consistently apply retirement plan rules, regulatory requirements, and internal procedures.
• Analytical and problem-solving skills to research discrepancies and resolve transaction issues.
• Ability to manage multiple tasks and deadlines while maintaining accuracy under pressure.
• Ability to communicate clearly about retirement plan processes and transaction requirements and document activity and issue resolution.
• Ability to collaborate effectively with internal departments, recordkeepers, advisors, and peers, including in sensitive or escalated situations.
• Ability to communicate with people from diverse cultural backgrounds with awareness and sensitivity.

Nice To Haves

• Experience in payroll or employee benefits administration, including 401(k) administration.
• ASPPA or NIPA credentials, or willingness to earn one within 12 months.

Responsibilities

• Respond to participant inquiries by phone and email.
• Research and resolve escalated calls from the call center.
• Track and process payroll contribution submissions accurately and promptly.
• Review, process, and approve participant transaction requests according to plan rules and internal procedures.
• Verify participant identity for transactions to support compliance and prevent fraud.
• Monitor contribution files for errors or discrepancies and coordinate resolution with internal teams or clients.
• Maintain detailed records of transaction processing and issue resolution in the ticketing system.
• Collaborate with internal departments, recordkeepers, and advisors to ensure timely, accurate transaction processing.
• Contact clients about missing or incorrect payroll data and follow up on corrections.
• Assist with reconciliation of contribution data and deposits to ensure correct allocation to participant accounts.
• Provide documentation and transaction history to support audits and compliance efforts.
• Process incoming mail and contribution-related deposits with proper documentation and handling.
• Participate in departmental projects and initiatives involving process improvement and system enhancements.
• Support team initiatives and project-based work as required.
• Build and maintain effective working relationships with colleagues across the company to coordinate client communications and services.
• Attend webinars and training to stay current on company and departmental best practices.
• Maintain regular on-site attendance.

Benefits

• Medical, dental, and vision coverage.
• 401(k) plan with company match.
• Paid time off, holidays, parental leave, and sick leave as required by applicable state law.
• Life insurance.
• Short-term disability insurance.
• Long-term disability insurance.
• Employee assistance program (EAP).
• Flexible spending account (FSA).
• Health savings account (HSA).
• Identity theft protection.
• Critical illness, accident, cancer, and hospital protection coverage.
• Legal insurance.
• Pet insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED