Clerk I – Production

Department: Production
Reports To: Production Services Supervisor
FLSA Status: Non-Exempt
Pay Rate: $20.00 per hour
Reporting Office: Chico, CA
Work Arrangement: In-Person

COMPANY

Prime Pensions, Inc. is a well-established retirement plan administration and actuarial firm specializing in 401(k), profit sharing, defined benefit, cash balance, and other qualified retirement plans for employers across the United States.

Since 1975, Prime Pensions has provided customized retirement plan solutions with an emphasis on technical expertise, accuracy, and personalized service. Our team supports a wide variety of plan designs and investment arrangements while maintaining comprehensive oversight and quality standards throughout the administration process.

Prime Pensions has been recognized as a leading defined contribution plan administrator and as one of NJBIZ's Best Places to Work in New Jersey.

POSITION SUMMARY

The Clerk I – Production provides essential clerical and administrative support to Prime Pensions' Production Services department. This position is responsible for preparing, compiling, organizing, and maintaining retirement plan documents, processing correspondence, supporting departmental projects, and tracking completed work to ensure accurate and timely completion of assignments.

The position also assists with document scanning and filing, mail processing, contribution and earned income letters, daily reporting, and general office operations.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple administrative responsibilities in a deadline-driven environment. This position is well suited for someone with prior clerical or administrative experience who enjoys working with documents, maintaining accurate records, and supporting a collaborative office team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Production & Document Support

• Assist with preparing, compiling, editing, copying, and organizing Production documents while meeting established quality standards and completion deadlines.
• Prepare and complete contribution letters, earned income letters, and other routine administrative correspondence.
• Assist with departmental projects, including census-related work, extension processing, and large mailing projects.
• Review documents for completeness, accuracy, and proper formatting before processing or distribution.
• Follow established Company procedures and applicable administrative requirements when preparing and processing documents.
• Assist with preparing and organizing materials for internal departments, Consultants, and other authorized recipients.
• Maintain accurate documentation of completed assignments and outstanding work.

Document Management & Data Entry

• Scan, organize, and maintain client statements, miscellaneous documents, and historical records within designated electronic filing systems.
• Ensure documents are saved to the appropriate client folders using established naming conventions.
• Maintain organized electronic and physical filing systems.
• Perform accurate data entry, document updates, and routine administrative record maintenance.
• Assist with retrieving, organizing, and archiving client documents as needed.
• Handle confidential client, participant, and Company information in accordance with established procedures.

Mail & Office Operations

• Process incoming and outgoing mail and determine appropriate mailing and shipping methods.
• Sort, open, organize, and distribute incoming and interoffice correspondence.
• Assist with preparing outgoing correspondence, packages, and large mailing projects.
• Monitor the copy room and designated document-processing areas throughout the workday.
• Maintain supplies, replenish paper and other materials, and complete assigned copying tasks.
• Deliver and pick up mail from the U.S. Post Office as assigned.
• Assist with bank deposits and other authorized office errands when applicable.
• Provide general clerical and office support as needed.

Reception & Administrative Support

• Provide coverage for receptionist breaks and other assigned periods.
• Assist with receiving, saving, and routing incoming faxes and electronic documents.
• Retrieve and organize documents received through designated electronic platforms, including Dropbox.
• Save and route signed Form 5500/EFAST documents, census information, and other administrative materials.
• Respond to routine internal requests for documents, information, or administrative assistance.
• Coordinate with other departments to support timely completion of assigned work.

Workflow, Systems & Quality Management

• Run and review assigned reports to identify, prioritize, and complete daily work.
• Track completed assignments and outstanding items within designated Company workflow and administration systems.
• Maintain accurate and timely records of work performed.
• Manage multiple assignments while meeting established departmental deadlines.
• Review work for accuracy and completeness before finalization.
• Follow established departmental procedures, document-management standards, and quality-control requirements.
• Maintain reliable and satisfactory attendance.
• Work additional hours as authorized and needed during peak workload periods or special projects.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Participate in individual and group discussions regarding departmental procedures, workflows, and process improvements.
• Assist with seasonal projects, large mailings, and other departmental initiatives.
• Support general office organization, including occasional breakroom stocking and cleanup.
• Provide administrative assistance to other departments as needed.
• Assist with special projects and assignments from departmental management.
• Perform other duties and responsibilities as assigned.

QUALIFICATIONS

Education & Experience

• High school diploma or equivalent required.
• Minimum of two (2) years of general clerical or administrative experience involving multiple responsibilities and competing priorities.
• Minimum of two (2) years of general computer experience in a professional office environment.
• Previous experience in a legal, financial services, insurance, or other documentation-intensive office environment strongly preferred.
• Previous experience with document preparation, data entry, filing, scanning, and general office administration preferred.
• Retirement plan industry experience is helpful but not required.

Additional Qualifications

• Ability to type at least 35 words per minute with a high degree of accuracy.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Proficiency with Adobe Acrobat and electronic document-management tools.
• Valid California driver's license, current automobile insurance, and reliable transportation strongly preferred for authorized business-related errands.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong attention to detail and commitment to producing accurate work.
• Strong organizational and time-management skills.
• Ability to follow detailed written and verbal instructions.
• Ability to manage multiple assignments and competing deadlines.
• Strong computer, typing, and data-entry skills.
• Ability to accurately compile, review, organize, and maintain documents and records.
• Ability to work efficiently and independently while collaborating effectively with colleagues.
• Ability to maintain organized electronic and physical filing systems.
• Ability to learn and effectively use Company-specific workflow and document-management systems.
• Strong written and verbal communication skills.
• Ability to communicate professionally with colleagues, supervisors, and other departments.
• Ability to appropriately handle confidential client, participant, and Company information.
• Ability to adapt to changing departmental priorities and seasonal workload demands.
• Ability to meet established productivity, accuracy, quality, and turnaround expectations.

PHYSICAL / ENVIRONMENTAL CHARACTERISTICS

Work is primarily performed in a professional office environment and may require:

• Sitting or standing for prolonged periods while working at a computer or performing administrative tasks.
• Frequent use of a computer keyboard, mouse, telephone, printer, scanner, copier, and other standard office equipment.
• Periodic standing, walking, reaching, bending, crouching, or kneeling.
• Occasionally lifting, carrying, pushing, pulling, or moving files, packages, and office materials weighing up to 30 pounds.
• Traveling locally to the U.S. Post Office, bank, or other authorized business locations when assigned.
• Visual, hearing, mobility, and manual dexterity sufficient to perform the essential functions of the position, with or without reasonable accommodation.

COMPENSATION & BENEFITS

• Full-time, non-exempt position.
• Starting pay rate of $20.00 per hour.
• Overtime compensation in accordance with applicable federal and California wage and hour requirements.
• Annual performance reviews and eligibility for compensation increases.
• Bonus opportunities, where applicable.
• Company-sponsored benefits available to eligible full-time employees, including:
  • Medical, dental, and vision insurance.
  • Health Savings Account (HSA), subject to eligibility.
  • Life insurance.
  • 401(k) retirement plan with employer contributions.
  • Paid time off.
  • Professional development opportunities.

All benefits are subject to applicable plan terms, eligibility requirements, and Company policies.

WORK LOCATION

This is an in-person position based in Prime Pensions' Chico, California office.

Regular in-office attendance is an essential component of this position due to its responsibilities involving physical document preparation, scanning, copying, incoming and outgoing mail, reception coverage, and general office support.

Employees are expected to be available during their established work schedule to support Production Services, departmental collaboration, and other business needs.

Prime Pensions, Inc. is an Equal Opportunity Employer.