Document Coordinator

Ascensus is the leading independent technology and service platform powering savings plans across America, providing products and expertise that help nearly 16 million people save for a better today and tomorrow.

Section 1: Position Summary

Plan Document Unit/DCS: 

The Document Coordinator I is responsible for prototype document drafting, audits and delivery for new business plans (on-boarding), provisional plan amendments (existing plans) and termination amendments (departing plans). This associate will provide timely and accurate processing of specified activities within the department, focusing on meeting daily/weekly/monthly team metrics.  This associate will also serve as a ‘Subject Matter Expert’ for their team members, assist other teams with inquiries relating to plan document process or document request statuses and special projects as necessary. May have some responsibility to track and assign workload, with oversight of team lead, supervisor, or manager.

Document Integrity Group:

The Document Coordinator I is responsible for document-to-system updates and audits for new business plans (on-boarding, Plan Rules Audit) and provisional plan amendments (existing plans). This associate will provide timely and accurate processing of specified activities within the department, focusing on meeting daily/weekly/monthly team metrics.  This associate will also serve as a ‘Subject Matter Expert’ for their team members, assist other teams with inquiries relating to Document Integrity Group process(es) or update request statuses and special projects as necessary. May have some responsibility to track and assign workload, with oversight of team lead, supervisor, or manager.

Section 2: Job Functions, Essential Duties and Responsibilities

• Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.
• The I-Client philosophy and the Core Values of People Matter, Quality First and Integrity Always® should be visible in your actions on a day to day basis showing your support of our organizational culture.
• Assist team members in meeting unit goals and stated service levels
• Successfully monitor and follow-up on assigned items; including determining appropriate action for resolution of client issues and completing work items timely
• Manage deadlines and work within allotted timeframes
• Respond to internal customer inquiries
• Demonstrate ability to identify, review and analyze discrepancies and questionable procedures within the unit and division by proposing written and verbal resolutions
• Provide accurate and efficient administrative support for unit, as needed, by typing correspondence, assembling document kits, maintaining files, and assisting with mass mailings
• Adhere to strict audit procedures to ensure confidentiality of client information
• Develop and expand qualified plan knowledge by attending Ascensus document training, reading Ascensus newsletters and reference services, and other items as directed by your supervisor
• Document all verbal and written communication in appropriate systems and locations
• Performs other duties and special projects and assigned
• Serve as a resource for effectively responding to internal client inquiries within 24 hours

Plan Document Unit/DCS:

• Prepare adoption agreements and plan document kits for all Plan Document work items by accurately entering, generating and assembling of document kits through the Plan Adoption System. Reviews additional requested changes to determine if changes are appropriate.
• Audit adoption agreements and plan document kits for all Plan Document work items by accurately reviewing the documents against the PEK, Amendment Request, or Web Comments. Ensure plans are set for accurate delivery method according to process and procedures.
• Evaluate returned documents for all Plan Document work items to confirm all documents were received and fully executed.
• Provide intermediate-level document knowledge support to service and other operation teams when assistance is requested.
• Serve as a Subject Matter Expert for projects and initiatives impacting Plan Document related tasks.

DCS Additional Duties

• Enters and/or processes employer plan data into client database
• Maintain team statistical data, supports billing and finance tasks as needed
• Be a liaison between the Operations team and the Client Service Representatives or leadership
• Prepare reports for internal and/or external use, as needed
• Assist team members in meeting unit goals and stated service levels
• Verify client information and plan information has been created accurately and processed through the customer relationship management system
• Responsible for accurately compiling all the required documents to be delivered to the clients via hard copy or electronically and verifying the data within the document kits.

Document Integrity Group:

• Review/maintain settings to ensure recordkeeping system is consistent with plan level documentation provided.
• Confirm recordkeeping system settings are accurate based on plan elections and established process/procedures
• Provide intermediate-level ‘trouble-shooting’ support to service and other operations teams when assistance is requested. 
• Serve as Subject Matter Expert for projects impacting DIG related tasks

Supervision  

• N/A

Section 3:  Experience, Skills, Knowledge Requirements

• Ability to communicate effectively (clear, concise, professionally) with all levels within the Ascensus organization
• Demonstrates ability to document procedures that are clear and easy to understand.  Effectively communicates with clients on specific tasks.
• Functional ERISA knowledge or job specific technical knowledge required.
• Demonstrate in-depth understanding of assigned tasks underpinning operational function and understanding at a high level of concepts behind them. 
• Identify and solve problems utilizing resources/procedures for a specific process, with a defined resolution.  Occasionally take ownership of problems with undefined resolutions based on knowledge of concepts.
• Understand conceptually the impact of decisions across business divisions and communicates implications to team leadership where appropriate.
• Address conflicts with team as well as effectively escalating cross team conflict so that lead associates and/or leadership can address.
• Train peers on a new or existing process/procedure and understands the conceptual underpinnings of the tasks they are training on.
• Independently make decisions on participant or plan level transactions and recognize new "outside the box" situations and escalates those appropriately.
• Familiar with overall set of priorities for the department.  Does not often need assistance with conflicting priorities to ensure all deliverables are met. Responsible to manage own tasks.
• Ability to work well independently and occasionally takes lead in a team environment.  Able to communicate their expertise for the benefit of the larger work team.
• Complete daily work as assigned and routinely assist peers with daily work to ensure deliverables are met. Proactively seek out opportunities for additional departmental work. 
• Strong coaching skills and presentation skills necessary
• Ability to handle multiple priorities and meet deadlines in a fast paced environment
• Ability to work overtime and meet the needs of cyclical trends of the business organization

Additional Requirements: 

• Four year degree or equivalent required. Bachelor’s degree in Business, Finance or related field preferred.
• A minimum of 1 year experience in department or equivalent plan document experience.
• Intermediate knowledge and skills with MS-Office software applications, including Excel, PowerPoint, Word, & Visio
• Ability to work overtime as necessary
• Knowledge of team applications, CLIFF, CRM, IMPACT, ARK, Sertifi, and PAS (may vary depending on duties)

We are proud to be an Equal Opportunity Employer

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