Document Specialist


Iowa, United States

This job has been expired

Section 1: Position Summary

Plan Document Unit/DCS:

The Document Specialist is responsible for prototype document drafting, audits and delivery for new business plans (on-boarding), provisional plan amendments (existing plans) and termination amendments (departing plans). This associate will provide timely and accurate processing of specified activities within the Department, focusing on meeting daily/weekly/monthly team metrics.

Document Integrity Group:

The Document Specialist is responsible for document-to-system updates and audits for New Business plans (on-boarding, Plan Rules Audit) and provisional plan amendments (existing plans). This associate will provide timely and accurate processing of specified activities within the Department, focusing on meeting daily/weekly/monthly team metrics.

Section 2: Job Functions, Essential Duties and Responsibilities

  • Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.
  • The I-Client philosophy and the Core Values of People Matter, Quality First and Integrity Always® should be visible in your actions on a day to day basis showing your support of our organizational culture.
  • Assist team members in meeting unit goals and stated service levels
  • Successfully monitor and follow-up on assigned items; including determining appropriate action for resolution of client issues and completing work items timely
  • Manage deadlines and work within allotted timeframes
  • Respond to internal customer inquiries
  • Demonstrate ability to identify, review and analyze discrepancies and questionable procedures within the unit and division by proposing written and verbal resolutions
  • Develop and expand qualified plan knowledge by attending Ascensus document training, reading Ascensus newsletters and reference services, and other items as directed by your supervisor
  • Provide accurate and efficient administrative support for unit, as needed, by reviewing correspondence, assembling document kits, and assisting with mass projects.
  • Document all verbal and written communication in appropriate systems and locations
  • Performs other duties and special projects as assigned
  • Adhere to strict audit procedures to ensure confidentiality of client information
  • Serve as a resource for effectively responding to internal client inquiries within 24 hours

Plan Document Unit/DCS

  • Prepare adoption agreements and plan document kits for all Plan Document work items by accurately entering, generating and assembling of document kits through the Plan Adoption System. Review additional requested changes to determine if changes are appropriate.
  • Audit adoption agreement and plan document kits for all Plan Document work items by accurately reviewing the documents against the PEK, Amendment Request or Web Comments. Ensure plans are set for accurate delivery method according to process and procedures.
  • Evaluate returned documents for all Plan Document work items to confirm all documents were received and fully executed.
  • Provide basic document knowledge support to service and other operation teams when assistance is requested. Assist on projects and initiatives impacting Plan Document related tasks.

DCS Additional Duties

  • Enters and/or processes employer plan data into client database
  • Maintain team statistical data, supports billing and finance tasks as needed
  • Verify client information and plan information has been created accurately and processed through the customer relationship management system
  • Responsible for accurately compiling all the required documents to be delivered to the clients via hard copy or electronically and verifying the data within the document kits.

Document Integrity Group

  • Review/maintain settings to ensure recordkeeping system is consistent with plan level documentation provided.
  • Confirm recordkeeping system settings for new business plans are accurate based on plan elections and established processes/procedures.
  • Provide basic ‘trouble shooting’ support to service teams and other operations teams when assistance is requested. Assist on projects and initiatives impacting DIG related tasks.


  • N/A

Section 3: Experience, Skills, Knowledge Requirements


The candidate must be able to demonstrate the skills/competencies as listed below.

  • Ability to communicate effectively (clear, concise, professionally) with all levels within the Ascensus organization
  • Demonstrates ability to document procedures that are clear and easy to understand.
  • Effectively solve problems with direction utilizing resources/ procedures for a specific process, with a defined resolution.
  • Ability to focus and understand details on specific tasks while understanding to a limited extent the identified implications to the entire process associated with the task.
  • Address conflicts within team (direct circle of influence) related to tasks/processes for which they have direct ownership.
  • Make decisions on participant or plan level transactions based on precedent (assistance may be required).
  • Ability to work efficiently with a pre-defined schedule or set of existing priorities, but also able to be flexible if a situation calls for it. Responsible for managing own tasks.
  • Ability to work well independently on specific tasks. Develop and maintain rapport with others, demonstrates sensitivity and respect for others.
  • Completes daily work as assigned. Will seek out opportunities to assist peers with daily volumes. Will take on additional departmental responsibilities when assigned.

Additional Requirements:

  • Four year degree or equivalent required. Bachelor’s degree in Business, Finance or related field preferred.
  • Familiarity MS-Office software applications, including Excel, PowerPoint, Word, & Visio
  • Ability to work overtime and meet the needs of cyclical trends of the business organization

We are proud to be an Equal Opportunity Employer

At Ascensus, we aspire to make a difference for others. We are a technology-enabled services company that helps people save for retirement, education, and healthcare through our network of institutional, financial advisor, and state partners. Our culture is guided by sound principles, is committed to high standards, operates with transparency, and welcomes diversity—housed within our Core Values: People Matter. Quality First. Integrity Always.®

As a leading independent recordkeeping services partner, retirement plan third-party administrator, and government savings facilitator, we aim to hire associates who find pride in going to work every day knowing that they help more than 12 million people save for what matters.

Ascensus provides equal employment opportunities to all associates and applicants for employment without regard to ancestry, race, color, religion, sex, (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, national origin, age, physical or mental disability, medical condition (including cancer and genetic characteristics), marital status, military or veteran status, genetic information, sexual orientation, criminal conviction record or any other protected category in accordance with applicable federal, state, or local laws (“Protected Status”).