SUMMARY

The Mailroom Operations Specialist is responsible for providing various mailroom functions and maintaining accurate records for mutual fund clients.

KEY ACCOUNTABILITIES

• Proficiently coordinates opening, logging, and scanning of account-related paperwork, including returned mail.
• Ensures that outgoing mail for the organization is sent out daily through USPS, UPS, and FedEx Print correspondence letters and forms, and mails as needed.
• Proficiently maintains in-house and offsite records retention files for the entire transfer agency.
• Learns and utilizes Ultimus transfer agent recordkeeping and workflow system.
• Learns and performs end of day check reconciliation.
• Pulls boxes for offsite storage vendors.
• Sends documents via Fax.
• Deposits and reviews the investment checks for banking compliance.

WORKING RELATIONSHIPS

• Contact with 3rd party vendors for offsite document storage and mail courier.
• Contact with members of team and internal teams regarding follow-up on inquiries, open workflow, etc.

May perform other duties as required and assigned.

EDUCATION AND EXPERIENCE

• 1-3 years of relevant experience in client services or related field.

KNOWLEDGE

• Printer and Fax Scan Machine.
• Microsoft Office Suite.
• Adobe Acrobat.

SKILLS AND ABILITIES

• Troubleshoots issues utilizing creative and critical thinking skills.
• Multitasking, analytical, and organizational skills.
• Initiative-taking, strategic, and meticulous approaches with a strong commitment to quality, efficiency, and effectiveness.
• Demonstrates personal integrity, responsibility, and accountability.
• Effectively uses resources such as time and information in conjunction with associates.
• Participates in solving problems and making decisions.
• Presents and expresses ideas and information, written and oral, clearly, and concisely.
• Actively listens to others to achieve understanding and supports an open exchange of ideas and information.
• Identifies needs, arranges for, and obtains resources to accomplish individual and department goals.
• Establishes and develops effective working relationships with associates and clientele during both favorable and unfavorable situations.
• Modifies team and individual priorities and deadlines in response to added information, changing conditions, or unexpected obstacles and ensures completion.

Equivalent education, experience, and KSA’s will be considered.

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.