Personal Trust Administration Specialist-Appleton

POSITION DESCRIPTION

POSITION TITLE: Personal Trust Administration Specialist

REPORTS TO: J. Robert Ellis

STATUS: Exempt; Full-time

BENEFITS: Same as all full-time exempt employees

OVERVIEW:
The Personal Trust Administration team offers professional and personalized administration of fiduciary relationships. The Personal Trust Administration Specialist provides relationship management and account administration services for key relationships and supports other responsibilities of the Head of Personal Trust Administration. The role includes significant contact with trust clients/beneficiaries, attorneys, investment managers, other professional advisors, and colleagues.

RESPONSIBILITIES:
Provide administrative support and represent Fiduciary Partners as primary or secondary contact in the administration of select personal trust accounts:

• Open new accounts: Gather client and asset information to establish new accounts; coordinate accounting statements and distributions; establish original and electronic account files; complete account-opening documentation and checklists.
• Support the ongoing administration of accounts: Process incoming mail; see to payment of bills; prepare routine communications and responses to client inquiries and requests; maintain records of asset values; monitor cash balances to avoid overdrafts; coordinate the collection of tax information for preparers; maintain account files, including electronic copies; apply internal policies and procedures, including compliance documentation and account reviews; perform general administrative problem-solving.
• Close accounts: Coordinates the transfer of assets and information to trust beneficiaries and/or successor fiduciaries; prepare necessary receipts and acknowledgements; complete account-closing documentation and checklists.

Support delivery of Personal Trust Administration services

• Help develop and maintain reports to advise senior management of key data and trends.
• Assist in the development of forms, templates, guidelines, best practices, and staff training.

Support business development efforts

• Help maintain files for prospective and future clients, including records in the Prophet CRM database.
• Schedule meetings; prepare meeting materials; distribute marketing information to clients and advisors.

General office responsibilities as assigned:

• Assist with shared responsibilities for the office, including greeting guests, answering telephones, and distributing mail.
• Assist with special projects, such as large mailings, as a part of the office team.

SKILL & EDUCATION REQUIREMENTS:

In support of the Head of Personal Trust Administration, this position requires proficiency in personal trust account administration, as well as a heightened level of attention to professionalism and discretion.

• Strongly self-motivated, with the ability to manage daily activities for assigned accounts and support in the continued development of personal trust administration services, both independently and as part of a team.
• Keen sense of responsibility and ownership.
• Strong organizational skills, with attention to detail and accuracy.
• Analytic and problem-solving skills, applied to a broad variety of challenges.
• Excellent communication, professional and interpersonal skills.
• Experience in a high-compliance environment, working with confidential information.
• Knowledge of financial services, accounting, estate planning, tax and investment concepts.
• Experience with trust administration and trust accounting systems.
• Strong working knowledge of all primary Microsoft Office programs, including proficiency with Word, Excel, and Outlook. Experience with client relationship management (CRM) systems.

EDUCATION REQUIREMENTS:

Bachelor’s Degree or Associate Degree in accounting, business, or legal-related field (or equivalent years of experience within related industries).

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Physical Setting:

• Office

Schedule:

• 8 hour shift

Supplemental Pay:

• Bonus opportunities

Education:

• Bachelor's (Preferred)

Experience:

• Trust, Probate, or Investment: 5 years (Required)

License/Certification:

• Paralegal Certificate (Preferred)

Ability to Relocate:

• Appleton, WI 54914: Relocate before starting work (Required)

Work Location: In person