Director of Estate Administration

Job Description

Job Description

DEPARTMENT: Gift Services

TITLE: Director of Estate Administration 

STATUS: Full-Time, Exempt

SALARY: $120,000 - $130,000

MISSION STATEMENT:

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by love for God. Its mission is to preach the gospel of Jesus Christ and meet human needs in his name without discrimination.

POSITION DESCRIPTION:

Responsible for the oversight of all trust, estate and probate administration matters, including files handled by outside vendors. Develop, administer and interpret policies and procedures related to trust, estate and probate administration matters. Provide training and assistance to staff and field personnel on issues pertaining to trust and estate administration. Responsible for the oversight and management of trusts and estates for which the Army serves as executor/successor trustee and has fiduciary responsibility.

Plan, assign and review the work of subordinate supervisory and administrative staff. Assist Executive Director in the handling of management details and performing highly specialized and technical activities pertaining to trust, estate and probate administration.

Responsible for the proper performance of assigned supervisory and technical activities and independent work decisions.

EDUCATION AND WORK EXPERIENCE:

• Degree from an accredited college or university preferably in Public Administration, Law, Business Administration, Finance or related field
• Juris Doctor Degree preferred
• Minimum 5 years experience in a supervisory position, with emphasis on training, policy and procedure development and implementation
• Minimum 5 years experience in estate planning, trust or estate administration

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Ability to manage staff
• Outstanding written and verbal communication skills
• Strong public presentation skills
• Customer service experience and mindset
• Understanding of trust, estate and probate administration
• Understanding of various investment vehicles
• Understanding of accounting methods and procedures
• Understanding of Revised Uniform Principal and Income Act as it pertains to investment of trust assets
• Ability to direct the handling of non-cash assets, such as real property, promissory notes, mineral interests, business interests and complex transactions
• Ability to simplify complex issues to increase effectiveness of communication
• Ability to develop internal controls and performance measurements
• Ability to develop effective office procedures and training programs
• Ability to prepare operating and statistical reporting
• Knowledge of business practices and procedures
• Ability to maintain good public relations with subordinates, supervisors, professional advisors, vendors and field staff
• Excellent research skills
• Demonstrated ability to solve problems and manage multiple projects
• General knowledge of business protocols

SOFTWARE RELATED SKILLS:

Proficiency in Microsoft Word, Microsoft Excel, Microsoft Access, Power Point is desirable. Ability and willingness to learn new software programs and databases.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as the first point of escalation on complex issues and/or litigation matters.
• Oversee the timely handling of all assets including real property.
• Fiduciary responsibility for the management of trusts and estates for which The Salvation Army serves as successor trustee and executor.
• Develop policies and procedures pertaining to trust, estate and probate administration.
• Oversee vendor activities.
• Oversee the collection and liquidation of Pay on Death (POD) accounts.
• Ensure the accuracy of distribution items and lead the weekly Pre-GSC meeting.
• Work in collaboration with department attorney handling litigation matters.
• Provide oversight for proactive file management to ensure that targets are met.
• Perform reviews to ensure that all trusts and estates are properly administered in accordance with trust agreements and in compliance with fiduciary policies and procedures.
• Conduct audit of estate and trust files, identify and resolve issues.
• Improve efficiency in the handling of trust, estate and probate matters.
• Review and identify appropriate investment objectives and strategies for trust account portfolios.
• Develop and implement training programs on trust, estate and probate administration.
• Provide on-site training to field staff and THQ staff on trust, estate and probate administration.
• Responsible for data integrity.

• Develop procedures and workflow diagrams to document trust and estate administration functions.
• Prepare agenda items for presentation to the Gift Services Committee, Property Council, Board of Directors and Divisional Finance Councils as necessary.
• Review Board of Directors recommendations submitted by divisional offices to identify key issues and concerns.
• Serve as a resource to divisional staff and external professional advisors to resolve complex issues and questions.
• Manage, supervise and evaluate the performance of assigned staff.
• Develop internal and external checks and balances to ensure follow-through and resolution of issues
• Assist in the preparation of annual budget, personnel matters and departmental planning.
• Oversee and ensure valuation of gifts in compliance with FASB requirements.

WORK HABITS:

• Must adhere to all policies and procedures of The Salvation Army.
• Must maintain courteous and cooperative manner with all external and internal clients and demonstrate respect and a positive attitude toward them at all times during the assigned workday.
• Must be a team player, take initiative, and be flexible in assisting others to the best of their ability to ensure an accurate work product.
• Must be organized in work areas, files, etc. contributing to the efficiency and accuracy of work within the assigned workday.
• Must be able to comprehend assignments or to ask for clarification in a clear and concise manner until the assignment is understood.
• Must exhibit dependability by arriving and leaving work on time; by taking the allotted time for lunch and breaks; and by limiting personal telephone calls and socializing to break periods.
• Must engage in conduct that enables administration to achieve its goals of providing a professional work environment; conduct must not be disruptive to that environment.
• Must be willing to put forth best effort at all times during assigned workday.
• Must maintain confidentiality.

BASIC FUNCTIONS/REQUIREMENTS:

• Willingness and capacity to stand or sit for extended periods of time throughout the day.
• Capacity to communicate and enunciate adequately, in person or via telephone, in a manner that can be understood by those with whom the Gift Administrator is speaking.

• Capable of dialing or otherwise using a telephone to place, receive or transfer calls inter- and intra-departmentally, perform elementary programming of telephone function buttons.
• Ability to load and to change settings, devices, fixtures, etc. on various types of equipment used in and around the Gift Services Department.
• Ability to access and produce information from a computer.
• Ability to interact in an appropriate manner with staff and field personnel.
• Ability to physically reach forward, up, down and to the side.
• Ability to understand written information.
• Willingness and capacity to travel unaided to offsite locations.

 

PHYSICAL REQUIREMENTS:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead.
• Ability to operate telephone.
• Ability to operate a desktop or laptop computer.
• Ability to lift up to 25 lbs. (usually file boxes)
• Ability to access and produce information from a computer.
• Ability to understand written information.

SUPERVISOR: Executive Director of Gift Services