UCC Filing and Production Specialist

Department: Customer Service
Reports to: Director of Operations

Job Summary:

This position requires a high level of attention to detail and is responsible for maintaining the highest level of customer service for internal and external clients in all situations.

Places all orders received, in a timely fashion, while clearly communicating with the service representatives as well as the vendors with regards to issues that might arise with any of the orders. Must always be aware of sensitive time frames for various services in each of the time zones. Must work closely with the service representatives to ensure the highest quality and fastest turnaround of our services to the client.

Responsible for abstracting information from the Service Orders and producing reports/letters reflecting the results of the research. Must follow specific requirements/instructions listed in each order/client card. Invoice out the finished Product and follow delivery instructions.

Essential Functions:

Ordering:
  • Places orders received from the service representatives using the most cost effective and expeditious manner while keeping track of the deadlines for each time zone.
  • Determines if order is to go to a correspondent or to be ordered internally online
  • Checks internal notes for special instructions before ordering.
  • Maintains list of online services available for each state.
  • Produces documents from government websites.
  • Answers local and 800 lines.
  • Receives information from the correspondents and relays this information to the service representative via the alert system in CLASTrak.
  • Maintains ordering notes in each order.
  • Types up status reports
  • Processes daily courier packages.
  • Updates correspondent cards when required and finds and adds new correspondents when needed.
  • Processes check requests for secondary checking account
Production:
  • Identifies any special requests and/or instructions.
  • Responsible for clearly communicating with the service representative, any questions or need for clarification with any order.
  • Creates reports, extracting required information from the order.
  • Uploads documents to orders.
  • Creates invoices, paying special attention to what was ordered and that all of the fees are correct and billed out.
  • Alerts Service Reps that work is completed.
  • Prepares for specific type of delivery.
  • Charges credit cards when part of invoicing request.
  • Assists with projects and tasks needed in this department or any other departments within the organization.
  • Escalates possible opportunities to the Sales and Marketing Team.
  • Escalates any concerns regarding customer satisfaction to the Director of Operations.

For more information, contact Christy McCullough at 800.952.5696. To apply for this position, please forward your resume to christy@clasinfo.com.