LEAD TRUST OPERATIONS ADMINISTRATOR

LEAD TRUST OPERATIONS ADMINISTRATOR SUMMARY Under the direction of the Executive Trust Officer, will oversee all functions of the trust operations area.  Ensure that the staff is adequate to perform the duties necessary to not only complete the work, but also to balance the department on a daily basis.  Assist in making suggestions to improve the procedures and help implement those changes.   ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Process all mail including deposits into trust accounts, debits and credits to various accounts for reinvestments to mutual funds, stocks, and rent payments.  Work up stock splits, mergers and change of name for stocks.  Transfer funds for trust account customers to avoid overdrafts.    Verify activity on various trades, income and sales from our custodians; process all paperwork for posting and ensure funds are received or send by deadline each day.   Set up new trust accounts on the FIS Charlotte accounting system; process all paperwork to close a trust.    Responsible for all account updates and maintenance on the FIS Charlotte accounting system.   Gather information for the preparation of the Schedule 13-G and the 1099’s.   Mail annual reports and proxies to the Trust Individual Retirement Accounts.   Cash in various Certificates of Deposit that are part of the Trust Department securities.  Ensure all new assets, coin, life insurance, etc. is secured in the vault.   Asset reviews and distribution of funds according to the Trust agreement; update trust account records.   Arrange transfer of trust assets.   Oversee the scanning of the trust documents.   Organize and maintain software training for trust operations staff.   Respond to inquiries from internal auditors and external auditors and examiners regarding bond and stock accounts, posting, and process letters for all trust accounts with items not held in safekeeping.   Answer telephones; take and transmit messages; order supplies for department.   Comply with all banking regulations, policies and procedures.   NON-ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned. Provide backup to other positions in trust operations; ability to perform daily tasks of direct reports.   Maintain educational and professional expertise through attendance at job related seminars, conferences and workshops and involvement in professional civic and community groups in leadership positions.   Perform other duties as requested or assigned.   SUPERVISORY RESPONSIBILITIES Directly supervises assigned employees and performs administrative duties associated with staff management (e.g., trains employees, delegates work and ensures the completion of same, prepares and publishes work schedule, reviews and approves timesheets, coaches and counsels employees, prepares performance evaluations and conducts evaluation meetings, conducts staff meetings, makes salary and promotional recommendations, participates in recruitment, interview, and hiring process, administers progressive discipline, takes action regarding departmental activities and staff, approves/disapproves requests for leave time, notifies employees of mandatory training and bank meetings).  Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.   QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   EDUCATION and/or EXPERIENCE Possess a four-year degree from an accredited university or institution in business, finance, accounting, or other closely related field.  Plus additional education and/or training.   Possess a minimum of five years of trust operations work experience.   Experience with the FIS Charlotte trust accounting system is a plus.   Possess or obtain Notary Public Certification.   LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.   MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.   REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations. Ability to perform research.  Ability to analyze, discuss, delegate and prioritize workloads based on operational impact.  Ability to understand system data flow and how it impacts the overall department process.    OTHER SKILLS AND ABILITIES Must have the ability to operate PC and printer, copy and fax machines and telephone.  Must have good working knowledge of word processing and spreadsheet software programs.  Strong organizational skills.  Advanced PC knowledge.   KEY CONTACTS--Internal and External Has frequent to moderate contact with business leaders, accounting and legal professionals to promote Trust Department and bank products and services.   Has occasional contact with brokerage firms.  Has occasional contact with industry, trade and community groups regarding current business activities, opportunities and problems.   CERTIFICATES, LICENSES, REGISTRATIONS Valid driver’s license.   PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms.  The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, and ability to adjust focus.   WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   The noise level in the work environment is usually moderate.   COMMENTS Position may require occasional overnight travel to attend various training sessions.  Position requires the ability to work before or after normal business hours to attend various meetings and meet with clients.