Operations Support - Distribution Administrator / Clerk I

Job Description

Job Description

Operations Support – Distribution Administrator / Clerk I

Department: Chico Operations
Reports To: Alliance & Distribution Manager
FLSA Status: Non-Exempt
Pay Rate: $21.00 per hour
Reporting Office: Chico, CA
Work Arrangement: In-Person

COMPANY

Prime Pensions, Inc. is a well-established retirement plan administration and actuarial firm specializing in 401(k), profit sharing, defined benefit, cash balance, and other qualified retirement plans for employers across the United States.

Since 1975, Prime Pensions has provided customized retirement plan solutions with an emphasis on technical expertise, accuracy, and personalized service. Our team supports a wide variety of plan designs and investment arrangements while maintaining comprehensive oversight and quality standards throughout the administration process.

Prime Pensions has been recognized as a leading defined contribution plan administrator and as one of NJBIZ's Best Places to Work in New Jersey.

POSITION SUMMARY

The Operations Support – Distribution Administrator / Clerk I provides administrative and operational support to Prime Pensions' Production Services and Distribution teams. This position combines document management, data entry, general office support, and mail processing with responsibilities related to participant distributions and retirement plan loan requests.

The position assists with processing participant transactions, reviewing information for accuracy and completeness, maintaining organized records, preparing documents, monitoring workflow, and supporting the day-to-day operational needs of the Chico office.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working with sensitive financial information. This position is well suited for someone with professional administrative or customer service experience who is interested in developing knowledge and experience within the retirement plan industry.

ESSENTIAL DUTIES AND RESPONSIBILITIES Distribution & Participant Support

• Prepare and process participant distribution and loan requests accurately and efficiently.
• Review participant requests and supporting information for completeness and accuracy.
• Verify participant eligibility, vesting information, and applicable plan provisions for assigned transactions.
• Follow established procedures to ensure transactions are processed in accordance with applicable plan provisions, regulatory requirements, and Company procedures.
• Identify missing information, discrepancies, or potential issues and escalate questions as appropriate.
• Maintain accurate documentation related to participant transactions.
• Protect and appropriately safeguard confidential participant, client, financial, and plan information.

Operations & Document Support

• Compile, edit, proofread, and prepare Production and Distribution documents within established deadlines.
• Perform accurate data entry and maintain organized electronic and physical records.
• Assist with document preparation, filing, scanning, copying, and other administrative functions.
• Assist management with the preparation, review, and completion of forms, annual reports, and other documents.
• Support seasonal projects, large mailing projects, and other operational initiatives.
• Provide administrative support to other departments as needed.
• Maintain organized document-management and filing systems.

Mail & Office Operations

• Process incoming and outgoing mail and assist in determining appropriate mailing and shipping methods.
• Sort, open, organize, and route incoming and interoffice correspondence.
• Deliver and pick up mail from the U.S. Post Office as required.
• Assist with bank deposits and other authorized office errands as assigned.
• Support daily office workflows and operational procedures.
• Perform routine clerical and general office duties as assigned.

Customer Service & Communication

• Handle telephone calls, emails, and written correspondence professionally and courteously.
• Communicate with clients, Consultants, Alliance partners, internal team members, and other stakeholders as appropriate.
• Provide timely responses and assistance regarding assigned administrative matters.
• Follow established communication procedures and management direction when communicating externally.
• Maintain professionalism and confidentiality when handling sensitive participant or client matters.

Workflow, Systems & Quality Management

• Run and monitor assigned reports to identify, prioritize, and complete outstanding work.
• Review, organize, assign, and track incoming requests within the Distribution Team email account as assigned.
• Maintain accurate records of completed and outstanding assignments within designated Company systems.
• Manage multiple assignments and deadlines while maintaining a high degree of accuracy.
• Follow established departmental procedures and quality-control standards.
• Review work for completeness and accuracy before finalization.
• Maintain reliable and satisfactory attendance.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Participate in individual and group discussions regarding departmental procedures, workflows, and process improvements.
• Assist with administrative research and resolution of routine operational questions.
• Provide basic training or software guidance to new and current team members as assigned.
• Assist with special projects and seasonal workload needs.
• Provide general administrative and clerical support across departments as needed.
• Perform other duties and responsibilities as assigned.

QUALIFICATIONS Education & Experience

• High school diploma or equivalent required.
• Minimum of two (2) years of professional administrative experience, including office operations, document processing, customer service, or a related function.
• Experience in banking, financial services, legal services, insurance, or another documentation-intensive professional environment is strongly preferred.
• Associate or bachelor's degree in Business Administration, Finance, or a related field preferred but not required.
• Previous experience with data entry, document processing, or transaction processing preferred.
• Retirement plan industry experience is helpful but not required.

Additional Requirements

• Valid California driver's license.
• Current automobile insurance.
• Reliable transportation for authorized business-related errands, including mail delivery and pickup.
• Ability to perform local business errands as required by the position.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong attention to detail and commitment to accurate work.
• Strong organizational and time-management skills.
• Ability to effectively manage and organize large amounts of participant, plan, and administrative data.
• Strong data-entry skills with the ability to accurately process alphanumeric information.
• Ability to review and interpret detailed information and follow established procedures.
• Ability to research administrative questions using available resources.
• Strong professional customer service skills.
• Strong written and verbal communication skills.
• Ability to communicate professionally with clients, colleagues, and external business partners.
• Ability to work efficiently and independently while collaborating effectively as part of a team.
• Ability to manage multiple assignments and priorities within established deadlines.
• Ability to appropriately handle sensitive, confidential, financial, and legal information.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Proficiency with Adobe Acrobat or similar document-management software.
• Ability to learn and effectively use Company-specific workflow and retirement plan administration systems.
• Ability to meet established productivity, accuracy, quality, and turnaround expectations.

PHYSICAL / ENVIRONMENTAL CHARACTERISTICS

Work is primarily performed in a professional office environment and may require:

• Sitting or standing for prolonged periods while working at a computer or performing administrative tasks.
• Frequent use of a computer keyboard, mouse, telephone, and other standard office equipment.
• Periodic standing, walking, reaching, bending, crouching, or kneeling.
• Occasionally lifting, carrying, pushing, pulling, or moving files, packages, and office materials weighing up to 30 pounds.
• Traveling locally to the U.S. Post Office, bank, or other authorized business locations as required.
• Visual, hearing, mobility, and manual dexterity sufficient to perform the essential functions of the position, with or without reasonable accommodation.

COMPENSATION & BENEFITS

• Full-time, non-exempt position.
• Starting pay rate of $21.00 per hour .
• Overtime compensation in accordance with applicable federal and California wage and hour requirements.
• Annual performance reviews and eligibility for compensation increases.
• Bonus opportunities, where applicable.
• Company-sponsored benefits available to eligible full-time employees, including:
  • Medical, dental, and vision insurance.
  • Health Savings Account (HSA), subject to eligibility.
  • Life insurance.
  • 401(k) retirement plan with employer contributions.
  • Paid time off.
  • Professional development opportunities.

All benefits are subject to applicable plan terms, eligibility requirements, and Company policies.

WORK LOCATION

This is an in-person position based in Prime Pensions' Chico, California office .

Regular in-office attendance is an essential component of this position due to its responsibility for physical document processing, incoming and outgoing mail, office support, and local business errands.

Employees must be available during their established work schedule to support Production Services, Distributions, office operations, and other business needs.

Prime Pensions, Inc. is an Equal Opportunity Employer.