Trust Administrative Officer

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Administer and manage trust and agency accounts including reviewing, processing, and maintaining legal documentation; tracking key annual events and payments, including but not limited to insurance premiums, income tax estimates, distribution events, scheduled transactions and tasks, estate activity, and general bill payment.
• Partner with Trust Officer on real estate administration and management, including but not limited to tracking and managing government farm programs, attaining annual property valuations, timely payment of property taxes, insurance premiums, and coordinating with vendors to address necessary maintenance and repairs.
• Assist with the preparation of trust-related reports; printing and sending account statements, tax related documents, annual court reports, and information for estate filings.
• Coordinate with internal departments - legal, compliance, and operations; as well as external partners – attorneys, accountants, Guardians - to ensure accurate and timely administration of trust and fiduciary accounts / relationships.
• Partner with trust officers, attorneys, and accountants in estate administration and/or trust terminations.
• Respond to client inquiries and provide exceptional customer service, ensuring satisfaction and request resolution.
• Support Trust Officer in client meetings, which can include preparation of meeting materials in advance, as well as attendance and participation in client meetings.
• Tracking and monitoring of key dates, events, activities, milestones, required actions, etc. to assist Trust Officer; timely prompting of Trust Officer to ensure requirements are met and fulfilled.
• Assist with the opening and closing of trust accounts, including managing the onboarding process for new clients. Creating, updating and maintaining all trust files to ensure accuracy and compliance with OCC regulations.
• Collaborate with trust officers to address complex issues related to the administration of trust accounts.
• Perform ongoing monitoring of trust accounts to ensure that they are administered according to client instructions and regulatory guidelines.
• Regular interactions with attorneys, CPAs, realtors, and auctioneers who support the department in a variety of ways.
• Works with back office to address operational items, facilitate wire transfers, vouchers, account transfers, and additional money movement requests.
• Works closely with CPAs and attorneys on fiduciary tax returns, estates, conservatorship reports and trust to provide necessary documents for annual reporting, follow up and communication with clients and beneficiaries.
• Responsible for various typing and filing for Trust officer; assist Trust Officer in management of client meeting calendar and appointments.
• Medallion Signature Guarantee and Notary.
• Willingness to attend professional development, such as Cannon School for Trust and Estates.
• Required attendance & preparation for Trust Committee meetings; includes minutes, reports, follow-up, etc.

To perform this job successfully, an individual must be able to perform each essential job 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:

• Associate's degree (A. A.) or equivalent from two-year college, or technical school in accounting or business; or equivalent combination of education and experience.
• 3 years of experience in trust administration, banking, financial services, insurance, or related fields required.
• Knowledge of trust laws, fiduciary responsibilities, and financial regulations is beneficial.
• Strong organizational, analytical, and problem-solving skills.
• Excellent communication and interpersonal skills, with the ability to work well with clients and collaboratively with team members.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Familiarity with trust accounting software and systems is preferred.
• Ability to handle confidential and sensitive information with integrity.
• High attention to detail and accuracy in performing tasks.
• Strong time management skills, with the ability to handle multiple priorities simultaneously.

Competencies:

• Temperament / Outlook: Ability to work under pressure and manage competing priorities. Candidate must display flexibility and adaptability to a changing work environment.
• Communication and Language Skills: Excellent communication and interpersonal skills. Ability to read and interpret documents such as operating and maintenance instructions, product forms and applications, and various legal documents. Ability to write customer correspondence, letters, and reports. 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.
• Reasoning Abilities: Ability to solve practical problems and deal with a variety of concrete variables. Ability to interpret forms, applications, and a variety of instructions furnished in written, oral, diagram, or schedule form.
• Analytical Abilities: Ability to analysis data and information to identify trends, opportunities, risks, and potential complications/shortfalls as it pertains to department operations, team performance, and department systems. Ability to identify, analyze, and proposes potential options to improve circumstances.

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 frequently required to sit and talk or hear. The employee is occasionally required to walk and use hands to finger, handle, or feel.