Administrative Specialist 3

Union Bank & Trust; Lincoln (NE); On-site; USD 55,000 - 90,000; Full time

Job summary

Union Bank & Trust is seeking a Personal Trust Administrative Specialist 3 to perform a broad range of administrative duties for assigned trust accounts. You will work with Trust Officers to handle client requests and maintain meticulous records.

The role requires extensive trust administration experience and proficiency in Microsoft Office and financial software. Collaboration with Trust Officers and senior staff is essential to ensure compliance and high service standards.

Qualifications

• 7-10 years trust administrative experience or paralegal work preferred.
• 2-4 year college degree preferred.
• Proficient with Microsoft Office and financial software.

Responsibilities

• Interact with customers via phone, email, in person, or at their home.
• Sort, distribute and process daily mail and imaging of electronic files.
• Draft correspondence and reports for assigned accounts under supervision of Trust Officers.
• Administer trusts, estates, IRAs and agency accounts without direct supervision for most tasks.
• Create and manage account files; handle opening/closing processes using Workflows.
• Assist with financial needs for clients including bills, subscriptions, and insurance claims.
• Respond to tax and investment questions; monitor asset allocations and overdrafts.
• Prepare income projections, date of death valuations, and AELs for meetings.

Skills

Trust admin experience

Paralegal experience

Microsoft Office

Education

2-4 year degree preferred

Tools

Microsoft Office

Financial software

Job description

Position Summary:

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.

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