Trust Administrator

This position will assist Trust Officers with administrative and receptionist responsibilities.

Education/Experience Requirements:

• Associate degree or equivalent two-year college or technical school or six months of related experience
• Minimum 2 years administrative assistant experience
• Minimum 2 years advanced-level experience with MS Word and Excel

KNOWLEDGE AND SKILLS REQUIREMENTS:

• Knowledge of Trust Administration and Operations Proficient with Word and Excel
• Basic knowledge of general office practices
• Courteous social skills to welcome visitors in a business environment
• Corresponds verbally or in writing with clients, when appropriate, and provides a positive client experience.
• Exceptional attention to detail and documentation
• Exceptional follow-through skills
• Excellent time management skills with the ability to work independently and prioritize tasks
• Intermediate keyboarding skills
• Advanced effectiveness under pressure
• Ability to deal with difficult problems involving multiple facets and variables in non-standardized situations
• Ability to professionally interact with all levels of clients and employees.
• Ability to respect and hold confidential information

Responsibilities:

• Reviews trust account transactions and records for accuracy and consistency
• Prepares new account applications, new account and fee set-up forms, database form and account transfer forms for Trust Officer review
• Establishes new account files, files new documentation and maintains files, including electronic files
• Researches and resolves account and system issues that arise
• Processes incoming client account checks and outgoing wires/ACH and check requests for Trust Officers
• Communicates with Trust clients via telephone, email and regular mail and provides effective customer service and assists in resolving problems within given authority
• Assembles and distributes packets for Trust Review Committee. Attends meetings and prepares and distributes meeting minutes.
• Maintains and updates Trust Discretionary Distribution Tracker and any other department trackers as assigned
• Tracks fiduciary tax returns; ensures timely filings and payments of taxes owed and estimated tax payments
• Prepares and files court accountings and trust registration statements with appropriate Probate Court
• Ensure compliance with policies, procedures, and governing documents.
• Able to administer Irrevocable Life Insurance Trusts and prepare all compliance related documents
• Performs required administrative duties; composes and proofreads correspondence, attends meetings and prepares and distributes meeting minutes, makes travel arrangements and reservations, insures that files are complete for audits and examinations
• Performs routine clerical duties including, but not limited to, word processing, filing, faxing, scanning and copying
• Participates in coordinating functions, meetings, training sessions and special events; follows-up to ensure timely implementation of scheduled events; prepares agendas, invitations and reception of replies; prepares, copies and distributes materials; arranges location and space; and attends events to resolve problems as they arise
• Sorts, screens and routes incoming and outgoing mail
• Performs special projects as requested
• Performs official notary duties
• Other duties as assigned

Applications accepted through May 31, 2025.