Trust Securities Specialist

Exchange Bank; Santa Rosa, Northern (CA, KY); Hybrid; USD 30,000 - 45,000; Full time

Job summary

Exchange Bank in Santa Rosa, CA is seeking a Trust Specialist II to support account maintenance and trust administration. You will collaborate with Trust Officers and Operations to ensure smooth processing of transactions and inquiries.

The role emphasizes cash management, account setup/closure, and accurate record-keeping, with a focus on client service and compliance. A2-year admin background and MS Office skills are expected.

Qualifications

• Associate's degree in accounting, business administration, or related field with two years of administrative experience.
• Knowledge of modern office administration methods and practices.
• Proficient PC skills: word processing, spreadsheets, and presentations.
• Basic math calculation skills.
• Understanding of trust operating systems and processes.
• Knowledge of trust/retirement plan and IRA administration principles.

Responsibilities

• Manage daily cash flow and initiate transfers to avoid overdrafts.
• Process daily mail and advise Trust Officers.
• Perform system maintenance including account master updates.
• Update disbursements and record invoices.
• Review transactions for accuracy and report discrepancies.
• Perform routine account filing and imaging.
• Liaise between Trust Officers and Operations on maintenance issues.
• Direct calls to appropriate Trust Officer.
• Research customer inquiries and draft routine correspondence.
• Prepare backup documentation for account reviews.
• Set up, close accounts and perform follow-up.
• Prepare forms for Trust Operating Committee reports.
• Process deposits/disbursements and track contributions.
• Request trade recommendations from Investments team.
• Monitor investment transactions and obtain confirmations.
• Provide responsive client service via calls and inquiries.
• Research for Trust Operating Committee reports.
• Maintain workflow in absence of the assigned Trust Officer.
• Perform special projects and other duties.

Skills

Office administration

Computer skills (MS Office)

Math skills

Trust operations knowledge

IRA/Retirement plan knowledge

Education

Associate's degree in accounting or related field

Job description

Job Category: Trust and Investment Management

Requisition Number: TRUST002808

• Posted : August 4, 2026
• Full-Time
• On-site

Locations

Showing 1 location

Santa Rosa, CA 95401, USA

Description

Essential Functions

Account Maintenance: 50%

• Manage daily cash flow, request securities trades from Investments team and/or initiate money market and cash transfers to avoid overdrafts as needed
• Process daily mail and recommend action on items received to assigned Trust Officers.
• Perform system maintenance including account master and interested party updates as needed.
• Update pending disbursements and related records for invoices and distribution requests.
• Review prior day transactions for accuracy and advise Trust Officer of any discrepancies.
• Perform routine account file maintenance including imaging, paper filing, research and retrieval.
• Act as liaison between Trust Officers and Trust Operations on issues related to account maintenance and transactions.
• Direct calls and requests to appropriate Trust Officer.

Account Administration: 40%

• Perform research in response to customer inquiries, including drafting routine correspondence on behalf of Trust Officer.
• Prepare required backup documentation for annual account reviews and provide to Trust Officer.
• Set up various types of accounts, close accounts and perform related follow-up.
• Prepare required forms for reporting to Trust Operating Committee for account acceptance, opening, and closing as requested by Trust Officer.
• Process deposits and disbursements from accounts and track for timely receipt of required contributions.
• Request trade recommendations from Investments team on behalf of Trust Officer as necessary.
• Monitor completion of investment transactions for non-managed account transaction requests, including obtaining written confirmation of verbally directed trades.
• Provide responsive client service in support of Trust Officer, by handling incoming telephone calls and responding to client inquiries as needed.
• Perform research required for various Trust Operating Committee reports.

Non-Essential Functions: 10%

• Maintain orderly workflow in the absence of assigned Trust Officer.
• Perform special projects and research as assigned.
• Perform other duties as assigned

Minimum Qualifications:

• Associate's degree in accounting, business administration, or related field and two years of experience in an administrative support role.; or an equivalent combination of education and experience.
• Knowledge of modern office administration methods and practices.
• Skill operating a personal computer including word processing, spreadsheet and presentation software
• Basic mathematical calculation skills
• Comprehensive understanding of trust operating system and operational processes utilized by Department. (Trust Specialist II)
• Knowledge and understanding of general trust and/or Qualified Retirement Plan and IRA administration principles. (Trust Specialist II)

Physical Requirements: Ability to stand, bend, stoop, sit, walk, twist and turn. Ability to lift up to 15 pounds occasionally. Indoor office work environment with a majority of time sitting at a desk.

Compensation:

The hiring range for this position is to $22.00 to $33.00 per hour. The compensation offered will fall within this range, commensurate with the candidate's applicable experience, education and skills.

Compensation:

The hiring range for this position is to $22.00 to $33.00 per hour. The compensation offered will fall within this range, commensurate with the candidate's applicable experience, education and skills.

Equal Opportunity Employer
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.