Trust Operations Specialist III - Remote

Trust Operations Specialist III

First American Bank was founded in Chicago, and over the years has expanded throughout Wisconsin and Florida. As the largest privately held bank in Illinois, we now have over 60 locations and assets of $8+ billion. We are a community bank at heart with international expertise, traditional values, and a forward-looking philosophy. Our employees have the experience and vision to meet the needs of savers, borrowers, and businesses in the 21st century. First American Bank can offer employees a level of visibility, career growth, and stability that is difficult to find in many larger corporations.

The Trust Operations Specialist III supports Wealth Management and Trust Operations as a senior operational resource and subject matter expert for assigned functions, including IRA management, trust operational systems, tax processing, audit coordination, reporting, and complex transaction support. This role provides technical guidance, leads department and corporate-wide initiatives, evaluates operational exceptions and control needs, supports regulatory and audit requirements, and recommends process, system, and workflow improvements to strengthen accuracy, efficiency, risk management, and compliance.

Duties & Responsibilities

Transaction Processing & Account Administration

• Serves as an authorized signatory for Trust-related distribution disbursements in accordance with established policies and controls.
• Coordinates EFTPS administrations and processing activities to support departmental tax reporting and compliance requirements.
• Review and approve complex trust operational transactions requiring advanced analysis or exception handling.
• Serve as escalation point for complex account administration, asset transfer, and settlement issues.
• Evaluate and resolve operational exceptions that require interpretation of procedures, regulations, or fiduciary requirements.
• Provide guidance to staff regarding unusual or non-routine trust transaction processing.

Balancing, Reconciliation & Controls

• Monitor department operational controls and identify opportunities to strengthen risk mitigation practices.
• Review reconciliation exceptions and direct corrective actions to resolve outstanding issues.
• Lead testing, validation, and implementation of new operational controls, workflows, and procedures.
• Analyze operational trends and recommend control enhancements to management.

Tax Processing & Regulatory Support

• Coordinates annual tax processing for 1099 B, DIV, INT, 1099R, 5498, 1099 MISC forms.
• Serve as departmental resource for trust tax reporting regulations and operational requirements.
• Coordinate complex tax reporting activities and ensure compliance with regulatory reporting deadlines.
• Research and resolve tax-related operational issues and reporting discrepancies.
• Recommend procedural enhancements to strengthen tax reporting accuracy and efficiency.

Reporting & Operational Administration

• Generates monthly & quarterly reporting including the Board report, RCT report, overdraft report, and PCG monthly reports.
• Analyze operational, compliance, and exception reporting to identify trends, risks, and process improvement opportunities.
• Assist management in developing reporting metrics and key operational indicators.
• Prepare summaries and recommendations for senior management and Wealth Management leadership.
• Participate in preparation and review of Board reporting materials.
• Conduct and complete additional assignments/projects as designated by management.

Audit, Compliance & Risk Management

• Coordinates audit request responses for all state, federal and internal audits.
• Serve as secondary departmental liaison for internal, external, state, and federal audits.
• Coordinate remediation efforts resulting from audit findings and operational reviews.
• Monitor regulatory developments impacting trust operations and recommend procedural modifications.
• Assess operational risks and recommend corrective actions to ensure compliance and control effectiveness.
• Assist management with policy and procedure development.

Systems Administration & Subject Matter Expertise

• Serves as the subject matter expert for fiduciary services.
• Serves as the subject matter expert for FIS AddVantage and Investor's View.
• Participate in testing for system upgrades, conversions, and vendor enhancements.
• Develop and maintain system procedures and training documentation.
• Partner with vendors, IT, and business stakeholders on system-related initiatives.
• Evaluate technology solutions and recommend workflow improvements.

Leadership & Project Management

• Serves as the secondary project lead for all Department and Corporate-wide initiatives.
• Participate in cross-functional operational initiatives from planning through implementation.
• Mentor, train, and provide technical guidance to Trust Operations staff.
• Assist management in establishing departmental goals, procedures, and operational priorities.
• Participate in departmental readiness for system conversions, process changes, and regulatory initiatives.
• Serve as the secondary departmental representative on corporate committees and operational working groups.

Process Improvement & Operational Strategy

• Identify opportunities to improve operational efficiency, accuracy, controls, and customer service.
• Support redesign efforts and implementation of workflow enhancements.
• Perform root-cause analysis on operational issues and recommend sustainable solutions.
• Participate in strategic initiatives supporting growth of Wealth Management and Trust Operations.
• Recommend policy, procedure, and system enhancements to management.

Qualifications

• High school diploma or equivalent required. Bachelor's degree preferred.
• Trust School or CTFA preferred.
• Minimum of seven years of experience in banking with a concentration in Trust operations.
• Experience with Trust Accounting Systems required.
• FIS AddVantage experience preferred.
• Must be professional, comfortable speaking with external and internal contacts with a demonstrated ability to tailor the message appropriately to the audience and situation effectively.
• Demonstrated ability to convey thoughts and ideas effectively and succinctly via written formats, including emails, letters, and electronic platforms. Maintain professional standards relating to spelling and grammar.
• Maintain credibility through professional demeanor, appearance, and presence by modeling standards appropriate to our environment and industry.
• Maintain good working relationships with internal partners by exhibiting exemplary interpersonal skills, adopting a constructive, solutions-focused approach.
• Use sound professional judgment to balance the interests of the organization and customer, understanding and using available resources to mitigate risks.
• Proficiency with Microsoft 365 products and applications, including the ability to effectively prepare or review documents, procedures, and reports.
• Demonstrated ability to learn new systems and applications, as well as the ability to understand, adapt and adjust responsibilities/workflows as a result of system upgrades.
• Working knowledge of Microsoft Access or database experience.
• Knowledge of Trust Accounting Systems and operational applications.
• Experience with FIS AddVantage, and related Wealth Management platforms preferred.
• Exercises professional judgment when leveraging AI-enabled tools by validating outputs for accuracy and relevance and maintaining proficiency through ongoing learning and adherence to organizational AI policies and guidelines.
• Typical schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. Additional hours may be required depending upon business need.
• Punctuality is required to maintain First American Bank's customer service standards.
• Occasional travel to other First American Bank locations to assist other branches, Bank functions, and training facilities required.