JOB DESCRIPTION FOR FULL TIME ADMINISTRATIVE POSITION

HOURS:  38 hours a week – 7:30 a.m. to 5:00 p.m. Monday through Thursday – 7:30 a.m. to 12:00 noon on Friday

POSITION DESCRIPTION:  Candidate must be able to work in a team environment to provide administrative assistance to clients and firm.  Must have the ability to see conceptual vision of the multiple functions of a financial and investment planning firm and work in that environment

POSITION REQUIREMENTS:

·         Must be well organized, detail oriented and have an ability to multitask

·         Must have the ability to communicate with clients and service providers in a confident and professional manner

·         Assist clients in the office,  schedule appointments, etc. as needed.

·         Must be able to maintain confidentiality of client and prospect information

·         Familiar with standard business office procedures, incoming and outgoing mail, filing, photocopying, faxing, scanning, phone system

·         Proficient with Microsoft Office specifically Word, Excel and Outlook

·         Change, update and/or gather client information in dbCams+ and Junxure database

·         Be finger printed, pass security screening and sign confidentiality agreement

OFFICE ADMINISTRATIVE JOB RESPONSIBILITES

·         General office

ü  Provide backup phone coverage for receptionist when necessary and all Friday’s

ü  Open and distribute incoming mail

ü  Coordinate and mail client birthday cards on a monthly basis

ü  Coordinate and mail holiday greeting cards

ü  Prepare and communicate end of year client correspondence (401k notices, etc)

ü  Maintain and update postings to the PDS website (Newsletter, articles, etc.)

ü  Prepare and maintain weekly deposit log for PDS Planning receivables

ü  Process newsletter on a quarterly basis

ü  Order and maintain office supplies

ü  Maintain office staff contact list

ü  Maintain PDS computer and equipment inventory for insurance purposes

·         Quarterly investment reports

ü  Process client quarterly investment reports on a monthly basis by email, website or mail.

ü  Coordinate and mail yearly ADV and compliance letters to appropriate clients

ü  Track the receipt of quarterly investment recommendations and process appropiately

·         Compliance

ü  Maintain correspondence and other compliance files in accordance with SEC guidelines

·         Disaster recovery

ü  Maintain and update all EE software passwords – quarterly

ü  Monitor the upkeep of server and disc software applications - quarterly

ü  Maintain a list of current contacts in the event of a disaster

FINANCIAL PLANNING ADMINISTRATIVE JOB RESPONSIBILITIES

·         Input all personal client information in CRM system – Junxure.

·         Learn to prepare and establish new account(s) with Charles Schwab and various 529 plans, etc.

·         Learn to prepare paperwork necessary to transfer assets, establish moneylink, add beneficiaries to Charles Schwab account(s).

·         Process client checks for both individual and 401k account(s).

·         Process non trade oriented money requests from clients

·         Prepare draft of financial plan for review meeting

ü  Input client information in financial planning spreadsheets (Excel)

·         Maintain and update client information in the dbCAMS+ and Junxure database as accounts are established or client information is changed.