Account Services Specialist I

SUMMARY DESCRIPTION
The Account Service Specialist I is responsible for providing various transfer agency functions and maintaining accurate records for mutual fund clients. This position will require limited direct interaction with clients and extensive interaction with team members.

ESSENTIAL DUTIES AND RESPONSIBILTIES
NEW ACCOUNT SETUP

• Learn and establish new accounts by entering all customer information from New Account Application
• Contact broker dealer representative or client to obtain missing new account information or seek clarification as needed
• Learn and initiate incoming transfers by sending transfer paperwork to delivering custodian
• Learn and monitor transfer progress and status; follow-up as needed until completion
• Learn and link corresponding accounts for rights of accumulation or plan accounts
• Learn and process Letters of Intent
• Learn the Quality Control process

ACCOUNT SERVICES

• Learn and process basic financial transactions (redemptions, purchases, exchanges, TIKs & Account Rebalances)
• Learn and process Retirement Plan account transactions according to IRS regulations
• Learn and process shareholder account maintenance
• Learn, maintain, and update all aspects of account registration including beneficiaries, automatic investment plans, systematic withdrawal plans, asset allocation, and dividend reinvestment or distribution
• Learn and index workflows
• Learn and coordinate opening, logging and scanning of account-related paperwork, including returned mail
• Learn and maintain in-house and offsite records retention files for entire transfer agency
• Learn and prepare legal correspondence (return of rejected documents, communicate instructions, etc.) using proper grammar and content
• Learn the Quality Control process

COMPLIANCE ACTIVITIES

• Learn and review new account paperwork to ensure account meets compliance requirements, including operational standards, SEC, IRS, and prospectus guidelines
• Learn and utilize Ultimus Compliance procedures, desk policies, and legal requirements
• Learn and utilize Ultimus Fund Knowledge Base
• Learn and utilize Ultimus transfer agent recordkeeping and workflow system

WORKING RELATIONSHIPS & CONTACTS

• Daily contact with members of team and related departments regarding follow-up on inquiries, open workflow, etc.

KNOWLEDGE AND SKILLS

• Knowledge of retirement plans, mutual fund IRS regulations preferred
• Ability to speak with vendors recognizing all contacts could enhance or harm relationship
• Ability to multi-task while maintaining careful attention to detail
• Ability to work effectively both individually and within a team environment
• Ability to work with a sense of urgency to meet deadlines and address competing priorities
• Leadership skills to provide a positive work environment, which encourages and expects teamwork, motivation, efficiency and maximum utilization of staff skills
• Proficient skills with Microsoft Office software including Word, Excel, PowerPoint and Outlook
• Effective written, listening and verbal communication skills
• Effective problem solving and organizational skills

QUALIFICATIONS

• Minimum 1– 3 years (relevant) experience in client service or related field required
• Experience within the Financial Services industry and Series 6 license preferred
• Minimum of a bachelor’s degree in Business Administration or related field required
• Proficient in Microsoft Office Suite
• Ability to multitask, time management, attention to detail, planning and problem-solving skills required
• Ability to communicate and interact professionally and effectively through written and oral communication with current and potential clients
• Ability to work in a fast-paced environment and handle/manage multiple team and individual priorities and deadlines

PHYSICAL AND OTHER REQUIREMENTS

• At times, as business needs arise and employees are required and agree to work beyond their normal workday or work week to fulfill the accountabilities required for their job
• The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job
• While performing the duties of this job, the employee is regularly required to sit and stand
• The employee must occasionally lift and/or move up to 25 lbs.
• Specific vision abilities are required within this position
• Reasonable accommodations may be made to enable employees to perform the essential functions

Ultimus is an equal opportunity employer and does not discriminate on the basis of the applicant’s or employee’s race, color, religion, national origin, ancestry, gender, sexual orientation, age, disability, veteran or military status, genetic information, citizenship or any other status entitled to protection under federal, state or local anti-discrimination laws. No questions on our employment application are intended to secure information that is to be used for impermissible purposes.