Distributions Specialist (Hybrid - Oak Brook, IL)

The Distributions Specialist will report to the Distributions Manager in the R&C Operations Department. This role is responsible for analysis and processing CS client initiated outgoing distribution, transfer and rollover requests for IRA, Qualified Plan, and taxable accounts. The position requires communicating effectively with clients, authorized third parties and other entities to resolve discrepancies or follow-up on requests. There are numerous other ancillary responsibilities that may be assigned to the CS Distribution Account Administrator including: to work directly with internal clients to resolve discrepancies on requests, work directly with internal departments to facilitate tasks related to client distribution requests, data entry of distribution transactions and/or approval of those transactions in the Trust Accounting System, data entry of liquidation and re-registration direction into client file to facilitate the appropriate action as directed by the client, manage internal requests/escalations via the CRM and/or email, process the upload and follow-up on emails and faxes received by the department, manage the return of original documentation/certificates to clients, manage and follow up with clients on returned items including returned wires, ACHs and checks, process account closings and other responsibilities as assigned. The individual must be analytical, team oriented and able to multi-task efficiently in a fast-paced work environment.
• Review client-initiated distribution, transfer, or rollover requests to ensure the documentation meets established criteria and requirements for different products lines and account types
• Ensure transactional fees assessed are accurate based on the account type/relationship
• Properly access the request to ensure the appropriate tax code and other pertinent information is entered appropriately on the transaction as this will have implications on the client’s tax reporting
• Enter disbursements (checks, wires or ACHs) timely and accurately into the Trust Accounting System
• Process appropriate and prompt follow-up for requests that do not meet our requirements and cannot be processed
• Follow-up methods may include: the preparation and mailing of rejection letters ensuring the letter accurately describes the reason for paperwork rejection, direct follow-up with client and/or authorized third party by phone and/or email
• Document client communication in the client file and letters and/or emails must be scanned to Inspira’s document archival in a timely and accurate manner
• Communicate effectively, both verbally and in writing, with clients, advisors, third parties and/or Inspira associates to complete clients’ requests in a timely manner
• Assist in the processing of IRA account conversion and/or re-characterization requests
• Assist in the processing of Institutional and/or Advisor directed requests
• Calculate and process client Required Minimum Distributions
• Ensure that disbursement requests and other client requests are processed within the established service levels and with the utmost accuracy
• Review escalated requests or requests for exception processing and work with our clients, Team Lead and Manager directly as required to resolve issues
• Maintain a positive work atmosphere within the team and with other internal departments
• Assist in the review/update of department policies and procedures
• Consult with manager on effective ways to meet client needs or appropriate method to be used for error resolution
• Keep the Manager of CS Distribution Operations apprised of escalated client issues, processing errors or performance issues
• Other duties as assigned

Typical schedule for this position is Monday to Friday, from 8 am CT to 4:30 pm CT. Overtime as needed.