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Assistant ESOP Administrator  

DEPARTMENT:      ESOP Services

SUPERVISOR:       Client Services Manager

ESOP Partners, Inc. is a third-party administration and consulting firm dedicated to providing a liquid business transition solution for owners of closely held businesses through the establishment, maintenance, and sustainability of Employee Stock Ownership Plans (ESOPs). Our mission is to maximize the financial and cultural benefits of employee ownership by helping ESOP companies build strong, informed, and engaged employee ownership cultures.

We aspire to be nationally recognized as the leading ESOP firm in the country. We pursue this vision through our Core Values:

• Seek to Understand – We identify the underlying reasons behind questions and actions and take ownership of continuous learning and improvement.
• Manage Expectations – We proactively communicate clear, specific, and achievable objectives to create alignment and accountability.
• Collaborate – We work together through constructive discussion and teamwork to achieve win-win outcomes.
• Get Things Done – We prioritize, organize, and execute efficiently to deliver accurate and timely results.
• Practice Professional Skepticism – We apply a questioning mindset to objectively analyze information for quality and accuracy.
• Exhibit Mental Strength – We manage challenges with professionalism, resilience, and a solutions-oriented attitude.

POSITION SUMMARY                                        

The Assistant ESOP Administrator supports client service and internal teams by performing key plan administration functions, including census reconciliation, eligibility determination, basic trust accounting, required reporting (1099-R and 945), recordkeeping distributions, and preparation of client mailings.

This role is responsible for delivering accurate, timely, and compliant work that meets established quality standards in a deadline-driven environment. Success requires strong attention to detail, accountability, effective prioritization, and a commitment to ongoing ESOP education and professional development to enhance expertise and client service.

POSITION DETAILS

Location: In-office position based in Appleton, Wisconsin

Position Type: Full-time | Exempt

Work Schedule: This role has a seasonal workload and requires the ability to work more than 45 hours per week during the peak period of January through May annually.

Experience Level: Entry Level

KEY ACCOUNTABILITIES 

Essential duties include, but are not limited to:

• Responsible for individual production results as well as contribution to busy season goals for the ESOP administration team. 
• Census data reconciliation.
• Determines which employees have met plan eligibility provisions determined by the plan document.
• Reports basic trust activities occurring within ESOP or accrued for the reporting period.
• Responsible for preparing control list and other documents relating to the mailing of statements.
• Responsible for documenting distributions, tracking forms received, and entering them into our proprietary software.
• Responsible for following up on payment files.
• Responsible for preparing the 1099Rs and 945 for ESOP clients.
• May attend ESOP industry conferences, events, seminars, etc. to increase ESOP knowledge and skills.
• Consistently perform all duties in alignment with ESOP Partners’ Core Values

QUALIFICATIONS

Knowledge and Skills:

• Demonstrates a strong desire to learn and develop ESOP knowledge by taking ownership of professional growth, applying feedback, and continuously improving.
• Communicates proactively, clearly, and consistently with team members, administrators, and leadership to keep stakeholders informed of project status, deadlines, next steps, and potential obstacles.
• Builds effective working relationships by adapting communication style to different audiences, remaining open to diverse perspectives, and collaborating respectfully with others.
• Communicates professionally and respectfully in both verbal and written interactions with internal and external stakeholders.
• Effectively utilizes Standard Operating Procedures (SOPs) and established processes to complete work accurately and consistently.
• Manages multiple priorities by organizing work effectively, meeting deadlines, and adjusting priorities as business needs change.
• Demonstrates strong proficiency in Microsoft Office applications, with an emphasis on Microsoft Excel.
• Maintains a high level of organization and attention to detail to produce accurate, high-quality work.
  

Education and Experience:

• Bachelor’s degree in Math, Finance, Accounting, Economics, or a related field.
• Will consider an applicant with an Associate degree along with demonstration of strong analytical skills and excellent Excel skills and/or relevant prior experience.
• Experience with benefits administration or retirement plans is preferred.

PHYSICAL AND COGNITIVE REQUIREMENTS

• Ability to sit for extended periods and work at a computer
• Ability to analyze complex information and exercise sound judgment
• Ability to maintain focus and accuracy in a deadline-driven environment
  

PERFORMANCEW EXPECTATIONS

Performance in this role will be evaluated based on:

• Accuracy, quality and timeliness of work product
• Accountability and ownership of production hours
• Adherence to ESOP Partners’ Core Values
• Effectiveness of professional communication