Distribution and Administrative Assistant

Time/Status Full-Time Nonexempt
Department Administration and Distributions
Reports to Office Supervisor/Distribution Manager

Summary Description

This position performs duties related to retirement plan distributions. This position also provides a variety of administrative support activities to promote efficiency and effectiveness of operations and the distribution department. This position reports to the Office Supervisor and the Distribution Manager(s).

Essential Duties And Responsibilities

  • Launch distribution projects by managing the Distribution Team Email
  • Coordinate and schedule workflow activities based on deadlines
  • Update workflow database with new or updated information
  • Track distribution status
  • Prepare invoices for any distribution payouts
  • Receive and complete multiple work tasks in a timely fashion, as assigned, in writing or verbally, by various members of professional and administrative teams
  • Take outgoing mail to the post office, if needed
  • Assist and resolve issues in the PensionPro database system, as needed
  • Assemble and send distribution paperwork
  • Send distribution forms to clients, as needed
  • Prepare necessary disclosure and election paperwork for terminated or retired participants after performing research on relevant plan provisions and prepare various participant disclosures for review and distribution
  • Prepare for review and confirm all required deposits of contributions complete
  • Prepare signature-ready letter of instruction for trustee signature
  • Track disbursement requests from initial contact through transfer of funds
  • Field questions regarding the status and operational procedure for distribution
  • Communicate with various parties regarding the on payout status
  • Assist with the preparation of government forms (such as Form 1099 and Form 945), as needed
  • Cover procedures performed by other administrative team members, as needed
  • Primary front desk backup for answering phones, including covering breaks and lunches
  • Back up support for the Assembly Coordinator
  • Assist Office Supervisor with duties, as needed
  • Use Excel and Mail Merges regularly
  • Other duties, as needed

Knowledge, Skills And Abilities

  • Strong technology skills and working knowledge of MS Office Suite and Adobe Acrobat
  • Proficient Microsoft Excel skills, strong computer skills including Microsoft Office 365
  • Ability to communicate effectively with all levels of the organization
  • Ability to multi-task with strong prioritization and organizational skills
  • Ability to handle confidential information, and sensitive/time critical situations
  • Strong attention to detail when composing, typing, and proofing materials
  • Demonstrate the ability to analyze situations and attend to detail to ensure quality
  • Interest and willingness to learn about company sponsored retirement plans

Education And Experience Requirement

  • Some experience in finance industry, preferred
  • A High School Diploma or GED required; Associates’ degree preferred
  • Minimum of three years administrative experience in a related industry preferred

Physical Requirement And Work Environment

  • Ability to lift 15 lbs. to move office supplies and carry boxes of mail throughout the building
  • Required to sit for long periods of time
  • Standard office working conditions and willingness to work in an open office environment


Standard Office Work Hours
8:00 AM – 5:00 PM, Monday – Friday, some overtime may be required


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