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Investment Assistant


Date Posted: 12/11/2018
Department: Investments
Location: West Des Moines Corporate Office
Type of Employment: Part-Time

Position Purpose:
Deliver a full range of administrative, processing, licensing, vendor management, accounting and compliance support to Midwest Heritage Financial Services (MHFS). Supporting the overall efforts of the President of Midwest Heritage Financial Services.

Essential Functions:
Processing:

  • Works directly with clients to process account changes. Reviews each transaction for accuracy, completeness, and compliance issues.
  • Maintains a record of all transactions processed by means of the control measures required by the company.
  • Handles and corrects transactions which are inaccurate or missing information. This should include any written and/or verbal communication with the President to resolve the problem before the business is sent to Securities America.
  • Ensures proper handling and safeguarding of classified, confidential, private or sensitive information.

Office Administration:

  • Maintains communication with clients; accurately prepares letters, cards, and general correspondence. Assists with client inquiries in absence of the President.
  • Prepares and customizes regularly scheduled reports using various industry software applications. Analyze data for applicability and content. Makes arrangements for presentations.
  • Manages and tracks employee licensing and registration, continuing education, and securities firm element requirements.
  • Maintains inventory of office supplies, marketing materials, new business forms, and business cards.
  • Organizes files, mail, and information. Sorts and summarizes correspondence. Makes copies as needed.
  • Prepares notes or cover memos to attach to new business for clarification on unusual trades and follow-up on any unresolved issues.
  • Schedules meetings and prepares agendas; makes travel arrangements.

General Support:

  • Screens calls and takes messages.
  • Provides information on completing paperwork, i.e., how to set up new accounts, unusual trade documentation, changes to existing accounts.
  • Answers questions from Securities America, President, other program staff, bank management, other bank personnel, and clients.
  • Professionally manages vendor relationships.
  • Provides accounting support and report generation.
  • Provides compliance support on all securities processed.
  • Continuously expands product knowledge, sales skills, and computer knowledge.
  • Delivers a high level of customer service to all customers, internal and external.
  • Reports to work when scheduled and on time.

Marketing:

  • Develops and maintains client and prospect lists.
  • Assists branches in setting up in-house campaigns; targeting prospects, developing scripts, sales aids and rewards.
  • Assists in developing client appreciation programs.
  • Works with compliance to get approval for all direct mailings, seminars, or other marketing pieces. If appropriate, works with bank managers to implement these marketing strategies.
  • Work with bank managers to develop target marketing strategies as well as to build up employee’s knowledge and abilities to refer clients to MHFS.
  • Assists President with telemarketing efforts and makes appointments.

Secondary Duties and Responsibilities:
Performs other job-related duties and special projects as required.

Knowledge, Skills, Abilities Required:

  • Excellent oral and written communication skills.
  • Excellent attention to detail .
  • Ability to handle multiple priorities and to stay calm in stressful situations .
  • Strong listening skills .
  • Sales aptitude.
  • Strong interpersonal skills.
  • Good math and organizational skills.
  • Ability to perform exemplary work with minimal supervision; self directed.
  • Enthusiasm in and desire to learn the business.
  • Creative mindset
  • Common sense and the ability to understand cause and effect

Education, Experience, and Other Requirements:

  • Two years college coursework in business, finance or related field.
  • Bachelor's degree preferred. 
  • Two years related securities or financial services industry experience or administrative assistant experience required. 

Reporting Relations:
Accountable and reports to: President, Financial Services"
Supervisor Responsibilities: None

Working Conditions and Physical Requirements:

  • The duties of this position are normally performed in a general office setting. This is a fast-paced work environment.
  • This position is classified sedentary/light and requires the ability to sit for long periods of time.
  • There is frequent pressure to meet deadlines and handle multiple projects in a day.
  • Visual requirements include: ability to see detail at near range with or without correction.
  • Must be able to perform the following physical activities: sitting for long periods, talking (in person and by telephone), hearing, and repetitive motions.

Equipment Used: 
PC Skills include word processing, spreadsheets, and presentation/graphics software (Microsoft Word, Excel, and Outlook), printer, calculator, telephone, fax, and copier.

Other Position Requirements: 
Contacts: This position works with Midwest Heritage employees, customers, Hy-Vee employees, vendors, financial clients, Securities America, and outside agents doing direct business with Midwest Heritage.
Confidentiality: This position has the responsibility to protect the privacy and confidentiality of customers, employees, and bank/insurance/financial information at all times.
In the performance of their respective tasks and duties, all employees are expected to:
• Perform quality work within deadlines.
• Interact professionally with other employees, customers, and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.


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