Senior Correspondence Specialist

SUMMARY

The Senior Correspondence Specialist is responsible for providing accurate and professionally written correspondence via letters and emails to Ultimus clients and Fund shareholders. Additionally, this role will require direct interaction with clients, financial representatives, vendors, and team members.

KEY ACCOUNTABILITIES

• Prepares correspondence for processing items that are not in good order, and special letter requests.
• Performs editing tasks for peers and other business groups in the organization.
• Coordinates and completes project letter request and annual mailings.
• Communicates upcoming events and processes changes for the Transfer Agency department.
• Maintains existing Transfer Agency documents and guidelines, and creates new procedures, as needed.
• Performs ad hoc reports to ensure correspondence is properly sent.

WORKING RELATIONSHIPS

• Contacts broker dealer representatives or clients to obtain missing new account information and seeks clarification as needed.
• Daily contact with members of team and internal teams regarding follow-up on inquiries, open workflow, etc.
• Mentors associates through instruction, coaching, providing real-time on-the-job experiences, modeling effective practices, and advising on methods used.

May perform other duties as required and assigned.

EDUCATION AND EXPERIENCE

• A bachelor’s degree in business administration or related field.
• 3+ years of experience in client services or related field.
• Correspondence experience within the financial services industry.
• Series 6 or 26 license.

• Equivalent education and experience will be considered.

KNOWLEDGE

• Operational standards, SEC, IRS, and prospectus guidelines.
• Retirement plans, mutual fund IRS regulations, and alternative investments.
• PowerAgent and PowerAgent Correspondence System.
• Microsoft Office Suite.
• Adobe Acrobat.

SKILLS AND ABILITIES

• Strong writing skills, and the ability to correspond via email and letters to Ultimus clients and Fund shareholders.
• 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.

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.