Trust Operations Administrator

The Trust Operations Administrator is responsible for the daily operational administration of fiduciary, agency, IRA, estate, and investment management accounts within the Trust Department. This position supports Trust Advisors and Trust Administration staff by maintaining accurate account records, processing transactions, reconciling accounts, administering cash management activities, supporting trust accounting functions, and ensuring compliance with internal policies, fiduciary standards, and applicable banking regulations.

The Trust Operations Administrator serves as a key operational resource for the department and is responsible for maintaining the integrity of trust accounting systems, client account records, transaction processing, reporting, and operational controls while providing exceptional service to both internal and external clients.

Trust Operations Administration

• Process and maintain daily fiduciary account transactions through the Trust accounting and administration system.
• Prepare, review, and reconcile daily trust accounting reports and operational activity.
• Monitor daily transaction processing for accuracy, completeness, and proper account coding.
• Review exception, reject, edit, and system-generated reports and resolve discrepancies in a timely manner.
• Verify account activity, balances, postings, and transaction entries to ensure accuracy of client records.
• Assist with trust account openings, account maintenance, account closings, and account record updates.
• Establish and maintain trust account master records, asset records, beneficiary information, and related account documentation.
• Assist with account transfers, asset movements, and account administration activities.
• Maintain account tickler systems and monitor pending operational items to ensure timely completion.

Cash Management and Reconciliation

• Perform daily reconciliation of fiduciary demand deposit and money market accounts.
• Monitor account balances and identify overdrafts, excess cash balances, and cash management opportunities.
• Coordinate with Trust Advisors regarding investment of excess cash, money market purchases, redemptions, and other cash management activities.
• Process trust-related deposits, disbursements, and cash transactions.
• Prepare and process ACH transactions in accordance with bank policy and NACHA requirements.
• Monitor and maintain Automatic Cash Management System (ACMS) activity and related account entries.
• Research and resolve reconciliation discrepancies promptly and accurately.
• Ensure all daily balancing and reconciliation activities are completed within established deadlines.

Trust Accounting and Reporting

• Prepare and maintain daily blotters, transaction logs, balancing reports, and operational records.
• Support trust accounting functions through transaction review, posting, balancing, and verification procedures.
• Assist with trust account reporting and operational reporting requirements.
• Review and validate daily system reports for accuracy and completeness.
• Assist with year-end reporting processes, including tax reporting and fiduciary account documentation.
• Support preparation and maintenance of records associated with fiduciary tax reporting and IRS reporting requirements.

Securities and Asset Administration

• Assist with maintenance of security master files and pricing information.
• Review and update security pricing information for owned and non-owned securities.
• Monitor security identifier changes, mergers, acquisitions, corporate actions, and related account updates.
• Assist with asset setup, asset maintenance, and asset transfers within trust accounting systems.
• Maintain accurate records of securities and other fiduciary assets.

Compliance and Risk Management

• Maintain confidentiality of client, beneficiary, account, and Bank information.
• Follow established fiduciary policies, operational procedures, and internal controls.
• Assist with regulatory reporting and monitoring requirements as assigned.
• Support account reviews, audits, examinations, and compliance requests.
• Monitor operational processes to identify and report potential errors, exceptions, or control concerns.
• Assist with BSA/AML, OFAC, FinCEN, and other regulatory support functions applicable to Trust Department operations.
• Ensure compliance with applicable banking regulations, fiduciary standards, and Bank policies.

Client and Department Support

• Provide operational support to Trust Advisors and other Trust Department personnel.
• Respond to client inquiries and requests in a professional, timely, and courteous manner.
• Assist clients, beneficiaries, attorneys, accountants, and other professional partners as appropriate.
• Prepare correspondence, reports, and supporting documentation.
• Scan, file, and maintain electronic and physical trust records in accordance with department procedures.
• Participate in special projects, system conversions, process improvements, and departmental initiatives.
• Perform other duties and responsibilities as assigned.

Required Skills & Abilities:

• Strong understanding of accounting principles and financial recordkeeping.
• Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.
• Ability to learn and effectively utilize trust accounting and fiduciary administration systems.
• Strong analytical, organizational, and problem-solving skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet established deadlines.
• Strong written and verbal communication skills.
• Ability to maintain strict confidentiality.
• Ability to work independently while contributing effectively within a team environment.
• Professional customer service and telephone communication skills.

Professional expectations

• Demonstrates integrity, professionalism, and ethical conduct in all interactions.
• Treats customers and coworkers with respect, fairness, and courtesy.
• Maintains a calm and professional demeanor during high-volume periods or challenging situations.
• Supports Arthur State Bank’s commitment to teamwork, accountability, and community service.
• Adheres to attendance, reliability, and workplace conduct standards.

Education and/or Work Experience Requirements:

Required

• Associate degree in Accounting, Finance, Business Administration, Banking, or a related field; or equivalent combination of education and experience.
• Two (2) or more years of banking, trust operations, accounting, financial services, or related operational experience.
• Experience working with financial records, reconciliations, and transaction processing.

Preferred

• Bachelor's degree in Accounting, Finance, Business Administration, or related field.
• Previous Trust Department, Wealth Management, Investment Operations, or Fiduciary Administration experience.
• Experience with FIS Trust Accounting Systems or similar fiduciary accounting platforms.
• Knowledge of fiduciary account administration, trust accounting, securities processing, and cash management functions.

Physical Requirements:

• Ability to remain seated for extended periods while performing computer-based work.
• Ability to use a computer, calculator, telephone, and other standard office equipment.
• Ability to occasionally lift and carry files, records, and office materials up to 25 pounds.
• Ability to communicate effectively with clients, employees, and business partners.

Working Conditions:

Work is performed primarily in a professional office environment with minimal exposure to adverse conditions.

Compliance Statement: 

This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all duties, responsibilities, or qualifications. 

Duties may change based on business needs, regulatory requirements, or organizational priorities.