Specialist, Forms Administration

Job Description:

The Specialist, Forms Administration supports accurate, timely, and consistent maintenance and production of operational forms, letters, notices, and other outgoing communications. This position coordinates routine updates to forms, manages revision requests, reviews materials for accuracy and completeness, and oversees the preparation and production of outgoing print materials. Working closely with internal teams and external print vendors, and under the direction of the Manager, this role ensures timelines and campaign deliverables are met and distributed on schedule.

Responsibilities:

• Maintains and updates forms used across the organization, ensuring information, formatting, branding, and instructions remain accurate and current
• Provides hands-on support and/or coordination for all new forms, including new business applications and application packages, routine form revisions, including requested changes to wording, fields, layouts, contact information, and other content
• Partners with internal business areas to obtain approvals
• Manages a centralized forms repository ensuring the most current form is maintained and accessible
• Handles the posting and auditing of all approved forms to external online sources
• Updates correspondence, making routine revisions to standard letters, notices, templates, and other outgoing communications
• Manages multiple direct mail and print campaigns as well as daily production
• Facilitates estimation, scheduling, and data processing instructions with internal and external (vendor) colleagues; may need to coordinate QA with Information Management & Technology (IM&T) teams
• Produces detailed print specifications and mailing instructions to suppliers
• Tracks, investigates and follows up on all print and mail issues, assists with issue management and works to resolve concerns in a timely manner
• Obtains print/mailing estimates and aligns expenses to department budgets
• Performs maintenance of fulfillment materials
• Manages inventory levels and replenishment orders with fulfillment vendor(s) including business card and stationary requests
• Ensures best practices and documented procedures are followed
• Performs various other related duties, assignments and special projects as assigned

Qualifications:

• PDF/document management tools including Adobe Pro, Illustrator required
• Microsoft Office/365 including Word, Excel, Copilot required
• Project and time management and ability to quickly solve complex problems
• 3+ years of experience in a forms and fulfillment environment, preferred

Education/Licenses/Professional Designations

• Bachelor’s degree preferred or equivalent work experience

Base Salary Range - $50,000 - $60,000

For over 175 years, Penn Mutual has empowered individuals, families and businesses on the journey to achieve their financial goals. Through our partnership with Financial Professionals across the U.S., we help instill the confidence and reliability that comes from a stronger financial future. Penn Mutual and its affiliates offer a comprehensive suite of competitive products and services to meet the unique needs of Financial Professionals and their clients, including life insurance, annuities, wealth management and institutional asset management. To learn more, including current financial strength ratings, visit www.pennmutual.com.

Penn Mutual is committed to Equal Employment Opportunity (EEO). We provide employment and advancement opportunities to all qualified applicants and associates, according to applicable laws. This is reflected in our practices for hiring, placement, promotion, transfer, demotion, layoff, termination, recruitment, compensation, selection or training, and all other terms and conditions of employment. All employment-related decisions and practices are free from unlawful discrimination. This includes: race, creed, color, national origin, ancestry, citizenship age, gender (including pregnancy), sexual orientation, gender identity or expression, domestic partnership or civil union status, marital status, genetic information, disability, religious observance or practice, liability, veteran status or any other classification protected under applicable law.