Estates Administrator

Job Description

Job Description

TITLE: Estate Administrator

DEPARTMENT: Gift Services

STATUS: Exempt - Full Time

SALARY RANGE: $76,000-$89,000

THE SALVATION ARMY MISSION

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 the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

POSITION SUMMARY

Provide appropriate estate administration services as assigned. Process trust and estate gifts with accurate and timely identification, valuation and disposition of assets. Oversee the sale of real property as needed. Work independently but always under the direct supervision of the Director of Estate Administration.

EDUCATION AND WORK EXPERIENCE :

• Paralegal certification from an ABA certified school or college education, preferred
• Minimum five years’ experience as paralegal, or in accounting, finance, banking, probate and trust administration, preferred

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED :

• Proficiency in Microsoft Outlook, Word, Excel, Access and Power Point is desired
• Ability and willingness to learn new software programs and databases required
• Understanding of legal terminology and concepts of probate and estate administration process
• Understanding of basic accounting methods and procedures
• Must be detail oriented with the ability to produce accurate and complete work
• Excellent oral and written communication skills, including spelling and grammar
• Ability to initiate correspondence and communicate complex issues
• Excellent telephone skills
• Excellent customer service skills and mindset
• Ability to think independently
• Ability to identify key issues and concerns relative to estate matters requiring escalation to management
• Ability to perform thorough self-review and strong attention to detail
• Ability to manage multiple projects to completion on a timely basis
• Ability to work in a fast-paced environment and maintain poise under pressure
• Possess proficient and accurate typing skills
• Ability to research information
• General knowledge of business protocols

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Execute and process all matters pertaining to trusts and estates
• Enter tasks in the Gift and Estate Management system (GEMS) and ensure timely follow up for all estate files
• Initiate new gift set up and maintain accurate and complete data in each gift
• Create assets and valuations in GEMS in accordance with Financial Accounting Standards Board (FASB) requirements and TSA policy, including Portfolio Valuations for Outside Managed Trusts
• Create distribution formulas for estate gifts according to TSA policy
• Review incoming mail pertaining to assigned gifts and handle appropriately and timely
• Create and maintain accurate, timely and complete notes in GEMS database pertaining to estate matters
• Create and maintain current tasks for all assigned gifts
• Monitor workflow and use GEMS task and reporting tools to ensure estate matters are handled in an accurate and timely manner
• Initiate correspondence
• Review estate accountings to ensure fees are appropriate and TSA is receiving the correct distribution
• Review attorney receipts for appropriateness and execute / return them in a timely manner
• Work with external vendors in the liquidation of assets and accounts gifted to The Salvation Army.
• Collect assets that have escheated to the state as assigned by a manager or director.
• Collect information related to real property from various sources (field staff, trustees, executors, title companies, real estate brokers, financial institutions, appraisers, etc.) and analyze information to determine market value, environmental issues, etc.
• Obtain Broker’s Market Analysis and research title and cure title defects for real property, coordinating with title companies and county, state and federal agencies.
• Draft Gift Services Committee, Board of Directors and Property Council items for review and acceptance of assets.
• Oversee transfer of assets, including the drafting of required legal documents, tax forms, change of ownership, recording of deeds, conveyances, title insurance and insurance procurement as necessary.
• Assist with the review of listing and purchase and sale agreements, counter offers and oversee escrow process through closing, including examination of escrow instructions for accuracy.
• Responsible for managing income and expenses of all real estate assets, including promissory notes secured by deeds of trust.
• Perform any other tasks as assigned by the supervisor, ensuring the efficient and compliant administration of trusts and estates
• Answer incoming calls from field personnel and advisors and determine the most appropriate resolution
• Respond to inquiries in a courteous and expedient manner and perform research as necessary
• Assist in the development of policies and procedures related to estate processing
• Serve as a backup to others in the Gift Services Department as necessary
• Assist with opening the mail as assigned
• Perform other special projects and administrative functions as requested
• Escalate issues and concerns to management for resolution
• Driving to conferences or worksites as needed

WORK HABITS:

• Must adhere to all policies and procedures of The Salvation Army
• Must maintain courteous and cooperative manner when working with others and demonstrate respect and a positive attitude 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 and availability to the divisional staff as well as supervisors regarding assignments
• 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

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 travel to anywhere in the territory to conduct statistics trainings/seminars.
• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous
• 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.

REPORTS TO : Director of Estate Administration