Administrative Specialist 3

Union Bank & Trust Company; Lincoln (NE); Hybrid; USD 65,000 - 85,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Union Bank & Trust Company is seeking a Personal Trust Administrative Specialist 3 to handle a wide range of administrative duties for trust accounts. You will interact with clients by phone, email, in person, or at their home, draft reports, and manage accounts with minimal supervision.

The role requires strong attention to detail, excellent communication, and organizational skills, with 7–10 years of trust administration experience preferred and a Nebraska driver's license.

Qualifications

• 7–10 years trust administrative experience or paralegal background preferred.
• 2–4 year college degree preferred.
• Proficient with Microsoft Office and financial software.
• Valid Nebraska driver's license.
• Strong communication and organizational skills.

Responsibilities

• Interact with customers by phone, email, in person, or at home to handle requests.
• Draft correspondence and reports for assigned accounts.
• Administer trusts, estates, IRAs, and agency accounts with limited supervision.
• Prepare income projections, date of death valuations, and related filings.
• Assist with tax reporting and compliance for fiduciary and estate matters.
• Coordinate with Trust Officers and Investment Officers as needed.

Skills

Attention to detail

Effective communicator

Organized

Prioritization

Self-directed

Team player

Adaptable

Education

2–4 year college degree preferred

Paralegal experience preferred

Tools

Microsoft Office

Job description

The Personal Trust Administrative Specialist 3 performs administrative duties including working with customers via phone, e-mail, in person, or at their home, completing correspondence and reports, and handling client requests for assigned accounts with and as requested by Trust Officers. This level of position has a high level of responsibility and independently administers tasks for all but the most complex trusts, estates, IRAs, and agency accounts without direct supervision of Trust Officers.

Essential Functions

• Ability to work with all levels of customers via phone, e-mail, in person, or at their home, and answer and/ or complete a majority of questions and requests. The ability to think critically is of utmost importance, as well as understanding when to involve Trust Officers.
• Sort, distribute and process daily mail, including processing bills, responding to requests, completing forms, etc. and determining when Trust Officer input is necessary. Accurately and timely imaging & maintaining electronic files is also important.
• Independently and professionally draft correspondence and reports and handle a majority of client requests for assigned accounts and as Trust Officer requests.
• Administer all but the most complex trusts, estates, individual retirement accounts, and agency accounts or tasks without direct supervision of Trust Officers.
• Create account files, administer accounts as they are opened and closed, and utilize Workflows for all new, existing and closing accounts.
• Assist with managing financial needs for clients, including but not limited to interacting with various businesses and agencies, filing insurance claims, bills & subscriptions, purchases & sales, and other matters that arise.
• Monitor daily operations of trust accounts while working with the Trust Officers and Investment Officers. Assis with monitoring proper asset allocation, responding to customers' tax and investment questions, and handling excess monies and overdrafts through timely buys and sells as necessary.
• Prepare necessary income projections, date of death valuations, Asset Expense Listings (AEL's) and other material required for client meetings and estate & trust settlements.
• Assist with the department's tax reporting process, which includes informational tax reporting and fiduciary, individual, estate and gift tax return preparation and compliance.
• Interacts closely with Trust Officers concerning trust accounts to ensure knowledge of all responsibilities within the Personal Trust Department.
• Assist Trust Officers with marketing trust services to prospects and professionals.
• Understand and adhere to all bank policies, laws and regulations applicable to their role. Complete compliance training; follow internal processes and controls as required.
• Report all compliance issues, violations of law or regulations in accordance with the steps defined in bank policies.
• Regular and reliable attendance is an essential function of this position.
• Perform other job related duties or special projects as assigned.

Qualifications

• Minimum of 7-10 years trust administrative experience, paralegal experience or equivalent preferred.
• 2 - 4 year college degree preferred.
• Proficient knowledge in Microsoft Office products and in working with other financial software.
• Valid Nebraska Driver's license.

Preferred Talents

• Accurate and detailed
• Effective communicator - Written and verbal
• Positively promotes the bank's customer service philosophy
• Organized
• Ability to prioritize and provide effective follow-through
• Self-directed and takes initiative. Ability to work effectively with a multitude of Trust Officers, Investment Officers, COI's and other staff.
• Team Player

Working Environment

Indoor work not exposed to outdoor elements or hazards.

Some sedentary work and occasional lifting and/or carrying up to ten pounds.

This role is eligible for hybrid work from home opportunity under the work from home guidelines upon completion of onboarding.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.