Senior Correspondence Specialist

Ultimus • Omaha, NE

9h

About The Position

The Senior Correspondence Specialist prepares accurate, professional letters and emails for Ultimus clients and Fund shareholders and interacts directly with clients, financial representatives, vendors, and team members. The role handles correspondence for items not in good order and special requests, edits work for peers and other business groups, and coordinates project letters and annual mailings. It also supports Transfer Agency communications, maintains and develops documents and procedures, and reports on correspondence activity. The specialist contacts broker-dealer representatives or clients for missing information or clarification and mentors associates through coaching and on-the-job instruction. Other duties may be assigned.

Requirements

• A bachelor’s degree in business administration or a related field; equivalent education and experience will be considered.
• At least 3 years of experience in client services or a related field.
• Correspondence experience within the financial services industry.
• Series 6 or 26 license.
• Knowledge of operational standards and SEC, IRS, and prospectus guidelines.
• Knowledge of retirement plans, mutual fund IRS regulations, and alternative investments.
• Knowledge of PowerAgent and the PowerAgent Correspondence System.
• Proficiency with Microsoft Office Suite and Adobe Acrobat.
• Strong writing skills and the ability to correspond with clients and Fund shareholders by email and letter.
• Troubleshooting, creative and critical thinking, multitasking, analytical, and organizational skills.
• Initiative, strategic and meticulous work habits, and a strong commitment to quality, efficiency, and effectiveness.
• Personal integrity, responsibility, and accountability.
• Ability to use time and information effectively, participate in problem-solving and decision-making, and communicate clearly and concisely.
• Active listening skills and the ability to support open exchanges of ideas and information.
• Ability to identify and obtain resources needed to accomplish individual and department goals.
• Ability to develop effective working relationships with associates and clientele in favorable and unfavorable situations.
• Ability to adjust priorities and deadlines in response to new information, changing conditions, or unexpected obstacles and ensure completion.

Responsibilities

• Prepare correspondence for processing items that are not in good order and for special letter requests.
• Edit correspondence for peers and other business groups in the organization.
• Coordinate and complete project letter requests and annual mailings.
• Communicate upcoming events and process changes for the Transfer Agency department.
• Maintain existing Transfer Agency documents and guidelines and create new procedures as needed.
• Perform ad hoc reports to ensure correspondence is properly sent.
• Contact broker-dealer representatives or clients to obtain missing new-account information and clarification.
• Follow up with team members and internal teams about inquiries and open workflows.
• Mentor associates through instruction, coaching, real-time on-the-job experiences, modeling effective practices, and advice on methods.
• Perform other duties as required and assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior