Trust Operations Assistant

SUMMARY

This position will assist with all functions of the trust operations area and provide administrative support to trust staff within the Wealth and Trust department and will assist in servicing client accounts in accordance with bank policies and procedures.

• Provide support including opening and closing accounts, ongoing transaction processing for accounts, balancing the department daily, check reconciliation, imaging and indexing account records, preparing correspondence, forms and mailings, maintaining regular communication with internal staff, clients, prospects, and business partners, and resolving inquiries or request related to accounts.
• Work closely with Trust Management Network (TMN) for outsourced operational functions; keep current with changes in FIS-Charlotte Trust System.
• Process mail including deposits into trust accounts; process bill pay items, transfer funds for trust account customers to avoid overdrafts, and maintenance customer accounts as directed.
• Assist with tax reports, tax with holdings, tax payment for customers, and coordinate with account officers on any IRS related correspondence.
• Assist with pulling reports for trust exams and internal compliance audits.
• Assist with gathering information for the preparation of the Schedule 13‑G and the 1099’s.
• Assist with cashing Certificates of Deposit that are part of the Trust Department securities; ensure all new physical assets, coin, life insurance, etc. are secured in the vault; coordinate with TMN regarding unique asset set up and cost adjustments; perform regular vault audits for items held in safekeeping.
• Assist with asset reviews and distribution of funds according to the Trust agreement; update trust account records.
• Assist TMN with transfers of trust assets in and out of the department.
• Answer telephones; take and transmit messages; greet and screen visitors then direct them to appropriate personnel; provide general secretarial support to trust department personnel; order supplies for department; distribute faxes to appropriate personnel; contact vendors regarding fax machine and copy machine maintenance; schedule appointments for trust officers.
• Comply with all banking regulations, policies and procedures.

• Provide backup to other positions in trust operations.
• 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.

None.

• Possess a high school diploma or GED certification, plus additional training.
• Possess a minimum of three years of professional work experience, preferably in trust operations.
• Possess or obtain Notary Public Certification.

• 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.

• 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.

• 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.

• 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.

• Has frequent to moderate contact with business leaders, accounting and legal professionals to promote…