JOB TITLE: Administrative Support Specialist / Documentation Specialist
DIVISION: Capital Markets
DEPARTMENT: Investment Operations
REPORTS TO: Investment Operations Manager
SUPERVISES: No supervisory duties
To assist in the efficient operation of the Division by providing administrative and clerical support managing the flow of customer communications, maintaining the required documentation for customer accounts and web portal.
Key end results to support the effectiveness of this position including calls received being handled promptly and efficiently and messages being accurately taken and reported; nature and feedback from callers regarding response to requests for attention or information; accurate maintenance of departmental files, records and materials; files organized, neat and easily retrieved; mail being processed in time for pickup; Administrative/secretarial/clerical needs of department being met.
High School Diploma. Business College or comparable business training or experience preferred.
Minimum of three years in a business office environment performing general administrative duties; knowledge of modern office methods, practice, and equipment; personal computer background with expertise in Windows, Microsoft Word and Excel; typing speed of 60 wpm; excellent organizational, interpersonal and oral communication skills.
- Printing, mailing, scanning, and filing of customer pledge notices;
- Printing, mailing, scanning, and filing of custody receipts;
- Maintenance of electronic and physical trading files;
- Maintenance of customer files and records retention;
- Maintenance of INVLink portal and mailbox
- Answers telephone, determines callers’ needs and either provides assistance or directs to proper party;
- Takes messages, delivering them in a timely basis;
- Responsible for all incoming and outgoing mail;
- Maintains all department office supply inventory, including but not limited to copy paper copier toner and supplies, receipt paper and envelopes;
- Process pledges and releases
- Process audit requests;
- Other administrative duties as needed to contribute to the effectiveness of the division.
The following physical requirements are absolutely essential to the performance of this job:
There is extensive desk work involved in this position, therefore sitting is required. Work is accomplished utilizing computer keyboard which requires the ability to flex and extend fingers, to have adequate near acuity to read and write, and auditory capability with or without correction for use of the telephone. The ability to handle paper records for preparation of reports is necessary.
Pushing and pulling file drawers and standing to reach upper drawers is needed to accomplish filing tasks.
The following physical requirements are moderately or slightly essential to the performance of this job:
Work is accomplished at computer work station adjacent to desk so turning and twisting are involved. Information is received from a printer that requires reaching and bending to retrieve printouts. Lifting and carrying cartons of computer paper (under 25 lbs) and stooping are involved when reloading printer.
Basic reading and comprehension skills involving the ability to read and comprehend simple passages, basic instructions, rules, simple memoranda and reports are needed in order to respond to written instructions and procedures. Communication skills enabling one to effectively convey ideas and information in oral from and to comprehend instructions are needed to respond to customers’ telephoned inquiries. Time management skills and the ability to concentrate on maintaining job-required attention to detail over an extended period of time or during distractions is essential due to a high degree of accuracy required.
Work involves interaction between co-workers in own and other departments, therefore the ability to participate in job-related activities requiring interpersonal skills and/or cooperation with others is necessary.