Careers - Operations Specialist


Job Title
: Operations Specialist

Department: Operations

Reports to: Vice-president, Director of Trust Operations

FLSA Status: Full-time

Purpose
Provide efficient and effective operational services, exhibiting competence by using best practices to ensure accuracy and mitigate risks to HTC and clients, building trusting relationships by satisfying internal and external client requirements and requests with care and integrity.


Summary: Responsible for the accurate receipt and non-fixed disbursement of funds into and out of client accounts by check, reconciliation of assets held at custodian, and operational aspects of trade processing. Responsible for transfer of assets and cash to and from other institutions due to account openings and closings.

Duties and Responsibilities:
  1. Trade Processing
    • Prints confirms and downloads confirm file from Northern Trust Corporation (NTRS), verifies items set to settle at NTRS against pending trades on GWES, settles trades.
    • Affirms and/or rejects trades online through NTRS as required, and communicates with NTRS trade rep via telephone or email when necessary.
    • Consults Investment Department regarding trade issues as they arise.
    • Monitors failed trades.
    • Prints and mails trade confirms.
  1. Client Deposits
    • Collects checks and posting tickets, prepares deposit ticket and transmits daily through Remote Capture to the General Account at BMO.
    • Posts deposits to client account the day following the deposit.
    • Updates the check log daily.
  1. Client Disbursements
    • Creates Daily Disbursement pdf for Operations Manager to approve. Once approved, prints electronic disbursements and undetermined scheduled disbursements off of GWES, verifies information, posts transactions, prints and assigns checks.
    • Distributes checks to Client Service Specialists and Executive Administrative Assistants.
  1. Responsible for preparing, completing, submitting, and tracking transfer paperwork, Automated Customer Account Transfer Service (ACATS) movements for assets and cash transferring in & out of HTC.
    • Daily upkeep of the tracking spreadsheet of status of each transfer.
    • Upon receipt of a transfer request, starting an asset transfer progress sheet and maintaining it timely through the life of the transfer.
    • Following up with counterparties, brokers, etc. in a timely manner.
    • Alerting Administrator and Operations Manager and/or Director of Operations with any issues.
  1. Asset Reconciliation
    • Weekly reconciliation of bond, equity and options assets held in custody at Northern Trust by downloading file of assets and running it against those held on GWES, identifying and researching discrepancies and making adjustments as necessary.
    • Weekly reconciliation of mutual fund assets held at Matrix against those held on TrustRite, identifying and researching discrepancies and making adjustments as necessary.
    • Weekly reconciliation of Demand Deposit Interest Accrual.
  1. Monthly Money Market and Demand Deposit Interest Posting
    • Downloads factors for three money markets and verifies rates and mapping.
    • Posts interest to accounts, and prepares disbursements for closed accounts which have received interest.
  1. Simple IRAs
    • Maintains spreadsheets for employer/employee contributions and posts deposits.
  1. Maintains amortization schedules on loans
    • Monitors and posts payments.
    • Updates amortization schedule as needed.
  1. Processes assets for Gifting
    • Transfers assets selected by clients for gifting via NTRS DTC platform and posts corresponding fee to client account.
  1. Performance Measurement
    • Sends monthly data file to Scorecard and generates data files for new accounts as needed.
  1. Account Closing
    • Finalizes the account closing process by disbursing assets and cash
    • Maintains a closed account spreadsheet for Trust Administrators.
  1. Undertakes various tasks/projects as requested.
  1. Acts as Backup for:
    • Account Openings
    • Mutual fund dividend/daily factor income posting
    • Mail Run-Bank Deposits for company/client business and other errands for clients in the local geographic area.
    • Answer incoming phone calls: providing a range of information and directing individuals to appropriate party.


Competencies:

  • Strong customer service skills for internal and external clients.
  • Accounting skills and the ability to work through situations logically
  • Must be proficient in MS Office software – Word, Excel as well as TrustRite
  • Excellent organizational skills, effectively manages time and priorities
  • Writes clearly and informatively, edits work for spelling and grammar
  • Able to read and interpret written information.
  • Ability to operate multi-line telephone, photocopier, fax machine, mail machines and computer workstation.
  • Must possess strong problem-solving skills. Openly and respectfully questions colleagues to gain clarity and understanding.
  • Builds and maintains positive relationships, cultivates respect and mutual support.
  • Trusts colleagues have good intentions.
  • Must professionally maintain confidential information
  • Awareness of and adherence to security issues surrounding client records, workspace, vault room, equipment, building entrances & alarm system
  • Knowledge of BSA, USA Patriot Act, OFAC & GLBA

 

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

  1. Sedentary work. Exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
  2. Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
  3. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop.
  4. The employee will use hands to finger, handle, or feel objects, or controls.
  5. The employee is not exposed to adverse environmental conditions. The noise level is typical of an office environment.
  6. Ability to prioritize and maintain calm under stressful conditions of multiple simultaneous demands. Flexibility, able to switch direction, priorities without notice.
  7. Reliable performance and physical attendance is required.
  8. Ability to receive detailed information through oral connections and express ideas through the spoken word to converse via telephone and in person with clients and employees.


Education and Experience

High School diploma and banking experience or an accounting background required. College accounting classes or A.S. in Accounting preferred.





Please e-mail resumes to:
Stephanie Oberlie
soberlie@harbourtrust.com

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Michigan City, Indiana 46360
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