Retirement Plan Services Clerical Associate

Job Description

First American Bank was founded in Chicago, and over the years has expanded throughout Wisconsin and Florida. As the largest privately held bank in Illinois, we now have over 60 locations and assets of $8+ billion. We are a community bank at heart with international expertise, traditional values, and a forward-looking philosophy. Our employees have the experience and vision to meet the needs of savers, borrowers, and businesses in the 21st century. First American Bank can offer employees a level of visibility, career growth, and stability that is difficult to find in many larger corporations.

The Retirement Plan Services Clerical Associate position provides routine clerical and administrative support to the retirement plan services department by assisting with document preparation, scanning, filing, mail processing, data entry, spreadsheet maintenance, workflow tracking, and assembly of client and internal materials. This position works within established procedures and supports the department by completing assigned clerical tasks accurately, timely, and consistently while routing questions or exceptions to appropriate team members.

DUTIES & RESPONSIBILITIES

• Perform routine clerical support functions for the Retirement Plan Services department, including document preparation, copying, scanning, filing, mail processing, mail merges, spreadsheet updates, and routine data entry in accordance with established procedures.
• Maintain and update assigned workflow logs, tracking tools, time entry records, and administrative spreadsheets to support accurate documentation of department activity and outstanding clerical tasks.
• Assist with preparation, assembly, distribution, and mailing of client statements, notices, bulletins, data requests, enrollment materials, quarterly and annual valuation reports, and other routine correspondence using approved templates and instructions.
• Organize, label, and maintain department records, including active and terminated plan files, offsite storage records, audit support materials, and other documentation as assigned.
• Provide clerical support for employee onboarding/off boarding materials, and other department projects by compiling, organizing, and processing assigned information.
• Maintain office supply inventory and assist with general office organization.
• Refer non-routine questions, missing information, discrepancies, or requests outside established instructions to the appropriate team member or manager.
• Conduct and complete additional clerical assignments or projects as designated by management.

QUALIFICATIONS

• High school degree or equivalent required.
• Prior clerical, administrative, data entry, filing, and scanning experience required.
• Qualified military veterans are encouraged to apply. 
• Must communicate professionally and effectively with internal team members and, when assigned, external contacts regarding routine clerical or administrative matters.
• Demonstrated ability to convey thoughts and ideas effectively and succinctly via written formats, including emails, letters, and electronic platforms. Maintain professional standards relating to spelling and grammar.
• Maintain credibility through professional demeanor, appearance, and presence by modeling standards appropriate to our environment and industry.
• Maintain good working relationships with internal partners by exhibiting exemplary interpersonal skills, adopting a constructive, solutions-focused approach.
• Follow established procedures, use sound judgment when handling routine information, and escalate questions or unusual circumstances appropriately.
• Proven ability to adapt to changing priorities under tight deadlines while keeping management informed of task status, timelines, and any delays or competing priorities.
• Working knowledge of Microsoft 365 products and applications, including Word, Excel, Outlook, and Teams, with the ability to prepare, update, and organize routine documents, spreadsheets, and correspondence.
• Demonstrated ability to learn new systems and applications, as well as the ability to understand, adapt and adjust responsibilities/workflows as a result of system upgrades.
• Ability to learn department-specific systems and complete routine updates accurately is preferred.
• Travel is generally not expected for this role; occasional travel to other First American Bank locations or training facilities may be required based on business need.
• This is a part-time position with a maximum of 25 hours per week. Hours are generally between 8:00 a.m. and 1:00 p.m., Monday through Friday, subject to availability and department needs. Some flexibility in scheduling is available based on workload and the employee's availability.
• Punctuality and consistency are required to support department workflow and First American Bank’s customer service standards.

Responsibilities

First American Bank was founded in Chicago, and over the years has expanded throughout Wisconsin and Florida. As the largest privately held bank in Illinois, we now have over 60 locations and assets of $8+ billion. We are a community bank at heart with international expertise, traditional values, and a forward-looking philosophy. Our employees have the experience and vision to meet the needs of savers, borrowers, and businesses in the 21st century. First American Bank can offer employees a level of visibility, career growth, and stability that is difficult to find in many larger corporations.
 
The Retirement Plan Services Clerical Associate position provides routine clerical and administrative support to the retirement plan services department by assisting with document preparation, scanning, filing, mail processing, data entry, spreadsheet maintenance, workflow tracking, and assembly of client and internal materials. This position works within established procedures and supports the department by completing assigned clerical tasks accurately, timely, and consistently while routing questions or exceptions to appropriate team members.
 
DUTIES & RESPONSIBILITIES
- Perform routine clerical support functions for the Retirement Plan Services department, including document preparation, copying, scanning, filing, mail processing, mail merges, spreadsheet updates, and routine data entry in accordance with established procedures.
- Maintain and update assigned workflow logs, tracking tools, time entry records, and administrative spreadsheets to support accurate documentation of department activity and outstanding clerical tasks.
- Assist with preparation, assembly, distribution, and mailing of client statements, notices, bulletins, data requests, enrollment materials, quarterly and annual valuation reports, and other routine correspondence using approved templates and instructions.
- Organize, label, and maintain department records, including active and terminated plan files, offsite storage records, audit support materials, and other documentation as assigned.
- Provide clerical support for employee onboarding/off boarding materials, and other department projects by compiling, organizing, and processing assigned information.
- Maintain office supply inventory and assist with general office organization.
- Refer non-routine questions, missing information, discrepancies, or requests outside established instructions to the appropriate team member or manager.
- Conduct and complete additional clerical assignments or projects as designated by management.
 
QUALIFICATIONS
- High school degree or equivalent required.
- Prior clerical, administrative, data entry, filing, and scanning experience required.
- Qualified military veterans are encouraged to apply. 
- Must communicate professionally and effectively with internal team members and, when assigned, external contacts regarding routine clerical or administrative matters.
- Demonstrated ability to convey thoughts and ideas effectively and succinctly via written formats, including emails, letters, and electronic platforms. Maintain professional standards relating to spelling and grammar.
- Maintain credibility through professional demeanor, appearance, and presence by modeling standards appropriate to our environment and industry.
- Maintain good working relationships with internal partners by exhibiting exemplary interpersonal skills, adopting a constructive, solutions-focused approach.
- Follow established procedures, use sound judgment when handling routine information, and escalate questions or unusual circumstances appropriately.
- Proven ability to adapt to changing priorities under tight deadlines while keeping management informed of task status, timelines, and any delays or competing priorities.
- Working knowledge of Microsoft 365 products and applications, including Word, Excel, Outlook, and Teams, with the ability to prepare, update, and organize routine documents, spreadsheets, and correspondence.
- Demonstrated ability to learn new systems and applications, as well as the ability to understand, adapt and adjust responsibilities/workflows as a result of system upgrades.
- Ability to learn department-specific systems and complete routine updates accurately is preferred.
- Travel is generally not expected for this role; occasional travel to other First American Bank locations or training facilities may be required based on business need.
- This is a part-time position with a maximum of 25 hours per week. Hours are generally between 8:00 a.m. and 1:00 p.m., Monday through Friday, subject to availability and department needs. Some flexibility in scheduling is available based on workload and the employee's availability.
- Punctuality and consistency are required to support department workflow and First American Bank’s customer service standards.