Senior Account Services Specialist

SUMMARY

The Senior Account Services Specialist is responsible for providing various transfer agency functions and maintaining accurate records for mutual fund and alternative investment clients. This position will require direct interaction with clients, financial representatives, vendors, and team members.

KEY ACCOUNTABILITIES

ALTERNATIVE INVESTMENTS

• Establishes alternative investment new accounts by entering customer information from the subscription document.
• Processes alternative investment transactions (repurchases, transfer-in-kinds, purchase, and maintenance.)
• Processes wire holdbacks, Capital Calls, repurchase proration, and daily reports.
• Completes quality control review on alternative investment workflow activities.

MUTUAL FUNDS

• Establishes new accounts by entering customer information from new account application.
• Initiates incoming transfers by sending paperwork to the delivering custodian.
• Monitors transfer progress and status; follows-up as needed.
• Links corresponding accounts for rights of accumulation or plans accounts along with processing letters of intent.
• Processes basic financial transactions (redemptions, purchases, exchanges, TIKs, and account rebalances.)
• Processes retirement plan account transactions according to IRS regulations.
• Prepares and reconciles check deposit daily.
• Processes shareholder account maintenance and returned mail.
• Maintains and updates all aspects of account registration including beneficiaries, automatic investment plans, systematic withdrawal plans, asset allocations, and dividend reinvestments or distributions.
• Processes daily reports.
• Indexes workflows.
• Coordinates opening, logging, and scanning of account-related paperwork.
• Prepares legal correspondence (return of rejected documents, communicates instructions, etc.)
• Completes quality control reviews.
• Establishes Escheatment State accounts.
• Processes removal of excesses and recharacterizations.
• Adjusts shareholder accounts and dealer involving "as-of" transactions and voids.
• Obtains missing new account information and seeks clarification as needed.
• Calculates and processes required minimum distributions amounts for IRA accounts.
• Processes required minimum distribution systematic withdrawal plans for IRA accounts.
• Processes daily check writing files and complex financial transactions (death, divorce, etc.)
• Provides shareholder service support by answering questions via email and phone communication.
• Orders supplies, processes invoice reconciliation, and pulls boxes for offsite storage vendors.

COMPLIANCE ACTIVITIES

• Reviews new account paperwork to ensure account meets compliance requirements.
• Maintains Ultimus Knowledge Management System (KMS.)
• Utilizes Ultimus transfer agent recordkeeping and workflow system.
• Monitors account activity for fraudulent red flags such as anti-identify theft and money laundering.

WORKING RELATIONSHIPS

• Serves as a direct fund contact and liaison.
• Mentors associates through instruction, coaching, providing real-time on-the-job experiences, modeling effective practices, and advising on methods used.
• Daily contact with shareholders, financial representatives, and broker-dealer firms.
• Daily contact with members of team and internal teams regarding follow-up on inquiries, open workflow, etc.

May perform other duties as requested and assigned.

KNOWLEDGE, SKILLS, AND ABILITIES (KSA's)

KNOWLEDGE

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

SKILLS AND ABILITIES

• Aligns associates with company values and goals.
• Motivates and inspires others.
• Assesses performance of self and associates to make improvements or take corrective action.
• Plans and develops systems and procedures to improve operating quality and efficiency of department in accordance with company policies and procedures.
• 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.

EDUCATION AND EXPERIENCE 

• Bachelor's degree in business administration or related field.
• 4-8 years of experience in client services or related field.
• Experience within the financial services industry.
• Series 6 license.

Equivalent KSA's, education, and experience 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.