TRUST OPERATIONS ASSISTANT

Trust Operations Assistant

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.

Essential duties and responsibilities include the following. Other duties may be assigned.

• 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 withholdings, 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.

Non-essential duties and responsibilities include the following. Other duties may be assigned.

• 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.

Supervisory responsibilities:

None.

Qualifications:

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

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.

Language skills:

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.

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 and to draw and interpret bar graphs.

Reasoning ability:

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.

Other skills and abilities:

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.

Key contacts--internal and external:

Has frequent to moderate contact with business leaders, accounting and legal professionals to promote Trust Department and bank products and services.

Has occasional contact with brokerage firms. Has occasional contact with industry, trade and community groups regarding current business activities, opportunities and problems.

Certificates, licenses, registrations:

Valid driver's license.

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 regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

Work environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Comments:

Position may require occasional overnight travel to attend various training sessions. Position requires the ability to work before or after normal business hours to attend various meetings and meet with clients.