Administrative Assistant-Trust

Lumesse; Michigan City (IN); On-site; USD 36,000 - 54,000; Full time

Job summary

Horizon Bank is seeking an administrative support professional to handle front desk coverage, document imaging, insurance and funeral trust support, and audit-related tasks. The role emphasizes compliance with BSA, accurate documentation, confidentiality, and timely processing of transactions.

The position requires strong organizational skills, attention to detail, and the ability to work with internal teams and external customers in a professional manner.

Qualifications

• High school diploma or equivalent with at least 2 years’ banking or administrative experience.
• Excellent organizational, time management and follow-up skills with strong interpersonal and communication abilities.
• Ability to follow detailed instructions and a broad range of procedures with sound judgment.
• Ability to perform complex mathematical computations using business machines and/or computers.
• Proficient typing and computer skills, specifically Excel and Word.

Responsibilities

• Provide front desk coverage and greet 2nd floor guests.
• Transfer electronic files to document imaging.
• Set up new users and support online account access.
• Administer funeral trust accounts.
• Assist clients and respond to needs as they arise.
• Assist in gathering documentation for audits and exams.
• Assist Relationship Managers with insurance trust policy processing and due-date tracking.
• Process daily mail.
• Order supplies for 515 group.
• Prepare RMD calculations and send annual client letters.
• Assist with board report preparation.
• Report suspicious transactions or unusual occurrences to supervisor.
• Reconcile and clear items for internal suspense accounts.
• Perform work in compliance with regulations, SOPs and instructions.
• Maintain customer confidentiality.
• Participate in ongoing skill and risk management training.
• Serve as back-up in other administrative areas when needed.
• Other duties as assigned.

Skills

Organization

Time management

Follow-up

Interpersonal skills

Communication

Detail-oriented

Mathematical calculations

Microsoft Excel

Microsoft Word

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

Job description

Provide administrative duties, in compliance with state and federal regulation and company policies and established Standard Operating Procedures (SOPs). Work within a team to ensure operational compliance and verify compliance with corporate. Cross train with the Operations and Administrative support team and serve as back up as needed.

Principal Accountabilities

Responsible for front desk coverage, audit support functions, and second floor security. Responsible for system management and client support of online access portal. Responsible for document imaging file management. Responsible for insurance trust support functions and software system maintenance. Represent the Bank to both internal and external customers in a courteous, professional manner in face-to-face, written and telephone communications.A ccountable for adherence to compliance standards including Bank Secrecy Act (BSA), quality of documentation, timeliness and complying with all transaction related documents. Actively protect confidentiality of customer and account information. Demonstrate Horizon Bank’s commitment to the communities we serve through involvement in local organizations and events.

Duties

• Elevator phone coverage. Greet 2 nd floor guests.
• Transfer electronic files to document imaging.
• Set up new users and provide client support for online account access.
• Administer funeral trust accounts.
• Assist clients with needs that may arise.
• Assist in gathering documentation for audits and exams
• Assist Relationship Managers with insurance trust policy processing including maintenance of software system, processing premium letters, and tracking due dates for letters and premiums
• Process daily mail.
• Order supplies for 515 group.
• Prepare RMD Calculations and send annual client letters.
• Assist with board report preparation.
• Report suspicious transactions or unusual occurrences to supervisor.
• Reconcile and clear outstanding items for internal suspense accounts.
• Perform all work in compliance with established regulations, policies, Standard Operating Procedures (SOPs), and instructions.
• Maintain customer confidence and protect bank operations by keeping information private and confidential.
• Participate in ongoing skill, compliance, risk management and security training as required for the position and apply knowledge in daily tasks.
• Serve as back-up in support or administrative assistant areas when needed.
• Other duties as assigned.

Qualifications & Skills

• High school equivalent or higher with a minimum of 2 years’ experience in banking or administrative assistance.
• Exceptional organization, time management and follow-up skills. Excellent interpersonal skills and ability to communicate effectively with customers, bank employees and outside service providers.
• Ability to follow detailed instructions and a wide range of procedures requiring sound judgement.
• Ability to perform complex mathematical computations using various business machines and/or computers.
• Must have proficient typing and computer skills, specifically Microsoft Excel and Word.

Core Competencies

Attention to Detail

Problem Solving

Adaptability & Flexibility

Physical Requirements

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions in compliance with the Americans with Disabilities Act (ADA)

Physical Demand:

Percentage of Time:

Communicate with customers, advisors and managers regarding banking transactions and issues. Able to exchange accurate information with others.

90-100%

Able to verify authenticity of financial instruments, forms, documents and signatures. Able to verify identity of customers, vendors and service providers. Able to observe actions of others to ensure safety and security of the facility.

90-100%

Able to grasp, move and sort forms and papers.

90-100%

Constantly operate a computer and other office machinery such as calculator, copy machine, fax machine, scanner, printer and telephone

90-100%

Able to remain stationary at a desk for long periods of time

75-100%

Regularly move about the office to access file cabinets, storage drawers and various office equipment

75-100%

Occasionally position self to reach heights between floor and 6’

25%

Horizon Bank is a proud Equal Opportunity Employer | Disability | Veteran Employer.