Retirement Plan Services Administrative Support II

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 $5+ 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 Administrative Support II provides experienced administrative support for retirement plan operations including data entry, document processing, workflow tracking, report preparation, and client communications. This role also performs payroll and census data imports, completes validation and discrepancy resolution for routine issues, supports invoicing activities requiring research and corrections, and coordinates audit and compliance documentation. The position supports departmental operations while serving as a professional point of contact for routine internal and client inquiries.

DUTIES & RESPONSIBILITIES:

Responsible for performing a wide range of clerical and administrative support functions, including document preparation, filing and scanning, mail processing, data entry, mail merges, spreadsheet maintenance, and routine system updates in accordance with established procedures. Support daily departmental operations using Microsoft Office and designated administrative systems with minimal direction and by resolving routine issues within established guidelines.
• Maintain and update workflow logs and time entry records to ensure accurate tracking of tasks, daily account activity, outstanding administrative items, and required system updates including follow-up to close routine gaps (e.g., missing items, incomplete documentation).
• Serve as an initial point of contact for routine client and internal inquiries, prepare and distribute scheduled and ad hoc client communications, including notices, bulletins, data requests, and investment-related updates, routing inquiries as appropriate and handling routine follow-up cycles to obtain missing information.
• Accurately import payroll and census data into retirement plan administration systems in accordance with established timelines and internal procedures and perform routine validation checks to identify and resolve discrepancies prior to escalation.
• Coordinate the preparation of enrollment meeting materials, distribution packages as requested by Relationship Managers, and the assembly of quarterly and annual valuation report booklets, ensuring completeness, accuracy, and adherence to deadlines.
• Generate and process customer invoices and provide administrative support for client fee analysis, revenue analysis, and retention-related initiatives including researching routine discrepancies and supporting invoice corrections as needed.
• Copy, request, and organize records for plan audits and provide administrative support for audit and compliancerelated projects, in accordance with established procedures. Respond to routine inquiries from regulatory agencies such as the IRS and Department of Labor, as directed by compiling requested documentation and tracking responses within established procedures.
• Provide administrative support for employee onboarding and offboarding activities, including preparation of materials, scheduling coordination, and document processing, as directed.
• Process and report Cafeteria Plan claims in accordance with established procedures.
• Participate in the cross training to maintain coverage and continuity across core processes.
• Conduct and complete additional assignments/projects as designated by management.

QUALIFICATIONS:

• High school degree or equivalent required. Some college preferred.
• Minimum of four years of general administrative support or general business operations experience required.
• Minimum of two years of experience with QuickBooks.
• General knowledge of investments and basic accounting principles is preferred.
• Qualified military veterans are encouraged to apply.
• Must be professional, comfortable speaking with external and internal contacts with a demonstrated ability to tailor the message appropriately to the audience and situation effectively.
• 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.
• Use sound professional judgment to balance the interests of the organization and customer, understanding and using available resources to mitigate risks.
• Proven ability to be adaptable under tight deadlines.
• Proficiency with Microsoft 365 products and applications, including the ability to effectively prepare or review documents, procedures, and reports.
• 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.
• QuickBooks experience is preferred.
• Occasional travel to other First American Bank locations, Bank functions, and training facilities may be required.
• Typical schedule is Monday through Friday 8:00 a.m. to 5:00 p.m. Additional hours may be required depending upon business need.
• Punctuality is required to maintain First American Bank's customer service standards.