POSITION DESCRIPTION

SOUTH OTTUMWA SAVINGS BANK

OTTUMWA, IOWA

JOB STATUS: Full Time CLASSIFICATION: Non-Exempt

POSITION: Trust Operations/Administrative Assistant

POSITION SUMMARY/PURPOSE:

Provides support and assistance to department trust officers to manage trust relationships and the administration of accounts. Supports the goals of the Bank and Trust Department and ensures compliance with regulations and bank procedures. Provides administrative and clerical support to design and complete tasks, projects and related activities for trust officers, executives, administrators or managers in order to meet the goals and objectives of the department. Communicates with other departments and customers on account-related matters. Has primary customer contact on certain accounts under supervision of Trust Officer.

Remote work capabilities are not available for this role at this time.

REPSONSIBILITIES AND DUTIES:

• This is a full time non-exempt from overtime position scheduled 40 hours per week Monday through Friday including some Saturday mornings.
• Compliance with applicable regulations is the responsibility of every employee. The incumbent is responsible for ensuring compliance with laws, regulations and rulings governing Trust services and the policies and procedures of the Trust Department of the bank as they relate to individual job responsibilities. An evaluation of the employee's performance in meeting these compliance responsibilities will be included in the annual performance review.
• Prepare necessary forms for the disbursement of funds and securities transactions in accordance with the division policies.
• Transact and account for the financial activity of individual accounts. Monitor daily and periodic cash balances in accounts and coordinate with Trust Officer as to the investment of short term cash reserves and idle cash balances.
• Assist with statements and remittances, that they are sent out correctly and on a timely basis. Provide customers with information and assistance with regard to statements of account, various reports, taxes, remittances and various transactions including processing trust fees.
• Has day-to-day account responsibility for various transactions including receipts, disbursements and transfers.
• Assist Trust Officers in handling correspondence and handle routine matters without direct supervision.
• Handle accounting support functions, including opening and closing accounts, cash processing and account maintenance on trust accounting system.
• Greet customers, answer incoming telephone calls, and respond to client requests in Trust Officers’ absence; customer contact as necessary to support Trust Officers.
• Participate in Trust newsletter mailings.
• Establish new accounts on trust system, set up files, prepares appropriate tickler notices, and coordinate scanning for document retention.
• Ensure all new, current and closed accounts have appropriate paperwork. Responsible for maintaining all trust customer filing as instructed by the Trust Officer. Maintains and organizes files and coordinates shipment of transfer and closed account files to storage archives.
• Assist with the management of the trust pipeline.
• Assist in the preparation of annual accountings for court on Conservatorship and Estate accounts.
• Performs miscellaneous assignments as needed including delivery of documents, typing and data entry. Sort and distribute daily external and interoffice mail.
• Know, understand and follow bank and departmental policies and procedures and follow internal controls and regulations in the performance of their assigned duties. Internal Control responsibilities are established in various policies, procedures, and documents, including the Code of Conduct.
• Familiarity with all Bank products and services is a must and using Bank products and services is highly encouraged.
• Other duties assigned by management are performed willingly within established timeframes and at high level of quality.

REQUIRED EDUCTION/EXPERIENCE:

AA/College degree in business administration preferred. 2-3 years’ experience in a business organization with varied responsibilities, preferably pertaining to investments, finance, or accounting.

SKILLS REQUIRED TO PERFORM THE JOB:

Aptitude for computers, including proficiency in word processing and spreadsheet programs, ability to create graphs, create Excel formulas and PowerPoint presentations for trust sales opportunities & seminars. Knowledge of general business, including familiarity with basic account concepts, finance and investments and mathematical/analytical aptitude. Natural curiosity and eagerness to expand knowledge and skill set with ability to research and seek information. Basic understanding of departmental or company goals and objectives and how they relate to the rest of the company and its business operations. Independent, self-motivated, detail oriented with effective time management and organizational skills. Effective interpersonal skills to relate to a variety of upper-level managers, executives, directors, customers, and employees; public relations skills; tact, diplomacy, and patience. Ability to manage confidential information. Ability to work on several projects simultaneously and with a variety of customers, employees, managers, executives, etc.

REASONING ABILITY:

Ability to independently prioritize work and meet deadlines. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to read and interpret financial, trust and legal documents. Ability to effectively discern information and formulate appropriate action with minimal direct supervision. Ability to think critically and provide appropriate solutions.

MEETINGS:

Attend all meetings held by committees or groups which you are a member. Non-exempt employees are paid when bank meetings are mandatory. Drive to off-site locations for bank or client meetings, as needed.

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 the employee is regularly required to sit, talk and hear. The employee is occasionally required to stand and walk. The employee is frequently required to perform repetitive hand, finger and arm movements. Specific vision abilities required by this job include close vision and ability to adjust focus. Ability to sit at a computer monitor, operate a keyboard and view computer screen for extended periods of time. Ability to reach, squat, bend, and manually manipulate standard office equipment. Ability to lift up to 15 lbs. Ability to drive to other locations.

ACKNOWLEDGEMENT

I have carefully read and understand the contents of this job description. I understand the responsibilities, requirements and duties expected of me. I understand that this is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, South Ottumwa Savings Bank reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed as directed by South Ottumwa Savings Bank. I understand that I may be required to work overtime, different shifts or hours outside the normally defined workday or workweek. I also understand that this job description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right to terminate my employment at anytime and for any reason, and South Ottumwa Savings Bank has a similar right.

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Employee’s Signature Date Supervisor Date

South Ottumwa Savings Bank is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, South Ottumwa Savings Bank will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with South Ottumwa Savings Bank.