Trust Administrative Assistant | Lapeer Downtown bei ChoiceOne Bank

Description

Trust Administrative Assistant

Non-Exempt - Grade Level 5

Equal Employment Opportunity

Corporate Values and Mission

“Provide superior service, high-quality advice and show utmost respect to everyone we meet.”

General Summary

The Trust Administrative Assistant provides administrative and operational support to the Trust Officer and Wealth Advisor by delivering exceptional customer service while contributing to the overall goals and objectives of the Wealth Management Department.

Reports to SVP Senior Trust Officer

Essential Duties and Responsibilities

· Provide superior client service in responding to inbound calls from clients and resolving inquiries or requests related to their accounts.

· Handle all distribution requests from clients including tracking all supporting documents and approvals.

· Maintain beneficiary and client files including addresses, phone numbers and relevant changes to our beneficiaries/clients and their families.

· Assist Trust Officer/Wealth Advisor in tasks required in the administration of accounts including document management (imaging, faxing, photocopying, and maintaining files).

· Prepare documentation for all new accounts. Perform OFAC identify checks.

· On-Board new accounts including assembling all required documents and account materials. Perform account set up on the internal trust accounting system in accordance with documents.

· Set-up new account beneficiary information on the trust system, including taxpayer name and tax ID match to avoid IRS penalties. Process reconcile and distribute IRS Form1099-DIV, Form 1099-INT, and Form 1099-B.

· Distribute accurate client accounting statements and other timely reports as needed.

· Close accounts, distribute funds and assist with the transfer of assets. Assist with the estate settlement process.

· Aid the assigned account officer in the preparation of Reg 9. annual account reviews.

· Assist with monitoring and meeting compliance issues on client accounts.

· Assemble materials for Wealth Committee meetings and record the minutes.

· Provide back-up when needed to the Trust Operations Specialist.

· Supports departmental projects as requested.

· Additional responsibilities as assigned.

· Be familiar with and comply with the provisions of the Bank Secrecy Act and USA PATRIOT Act as they relate to the functions of this position. Complete all required reports related to those acts and reports any observed violations or potential violations of those acts to a supervisor or other appropriate bank officer.

· Be familiar with and comply with all federal and state banking regulations as applicable.

Requirements

Qualifications

To perform this job successfully, an Individual in this position must be able to perform each of the above essential duties satisfactorily and exhibit the values of the Company. In addition, the requirements listed below are representative of the knowledge, skill and/or ability required.

Experience And/or Education

• High school Education
• Three years of experience within a Private Bank/Trust setting

Competencies

• Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Oral & Written Communication – Effective written and oral communication skills required, with the ability to interface with Internal and external stakeholders and vendors/third party providers. Has group presentation skills. Can read and interpret written information.
• Technical Skills – Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Has a thorough understanding of underwriting, coverages and rating procedures.
• Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Motivation – Demonstrates persistence and overcomes obstacles; takes calculated risks to accomplish goals. Is a self-starter.
• Quantity – Meets productivity standards; completes work in a timely manner; strives to increase productivity; works quickly.
• Initiative – Undertakes self-development activities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
• Innovation – Displays original thinking and creativity; meets challenges with resourcefulness; presents ideas and information in a manner that gets others’ attention.

Physical Demands & Work Environment

Ability to work in an office environment which may include many hours of computer and telephone usage. Must be able to lift 25lbs. This position is not remote-eligible. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  This position description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform any other job-related instructions as requested by their supervisor, subject to reasonable accommodations.

This position is NOT remote-eligible and is 100% in-person.