Job Abstract

Provide account maintenance and administrative assistance to assigned Trust Officers in managing all accounts, including more complex Irrevocable Trusts and Qualified Retirement Plans, and personally administer a basic account load of Personal Trust, Agency, Qualified Retirement Plan and IRA accounts. The individual in this position will be supporting Trust Officers in the Santa Rosa office. There are two levels of this position. The successful candidate will be offered the level of the position most closely matching their level of knowledge, skills and qualifications.

Essential Functions

Trust Specialist I

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
• Forecast client cash needs for one to six months forward against reserves and provide estimates of liquidity needed to Trust Officers.
• 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

Trust Specialist II

Account Management: 30%

• Independently administer a basic account load of Personal Trust, Agency, qualified Retirement Plan and IRA accounts as assigned by management.
• Act as primary relationship manager with clients and third party vendors for assigned accounts.
• Ensure assigned accounts’ transactions and activities are in compliance with governing document, applicable laws and department policy.
• Perform oversight and ensure creation and filing of appropriate tax documents for assigned accounts.
• Complete entire annual account review process for assigned accounts including preparation of back up documentation, cash flow analysis, review of governing document, review of transactions, etc.

Account Maintenance: 30%

• Initiate paperwork and ensure follow-up for written approval from co- trustees or authorized representatives when required.
• Manage daily cash flow, request securities trades from Investments team and/or initiate money market and cash transfers to avoid overdrafts as needed.
• Forecast client cash needs for one to six months forward against reserves and provide estimates of liquidity needed to Trust Officers.
• 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.
• Complete account opening and closing processes as necessary, updates to trust accounting system.
• 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: 30%

• Recommend strategies for problem resolution to Trust Officers and implement changes as needed.
• 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.
• Expand client relationships and develop a thorough understanding of client needs.
• 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.
• Correspond with third party vendors such as TPAs, QRP Record-keepers, attorneys, CPAs, realtors, etc. in support of Trust Officer.
• Assist Trust Officers with completion of annual reviews as requested, including preparation of back up documentation, cash flow analysis, review of governing document, review of transactions, etc.
• 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%

• Perform other duties as assigned.

Competencies

Trust Specialist I:

Accuracy / Quality: Achieves a high standard with work processes and outcomes; completes tasks with a concern for all the details involved; monitors and checks work for precision, clarity, and completeness; produces quality results.

Attention to Detail: Accomplishes tasks through concern for all areas involved; shows concern for all aspects of the job; accurately checks for processes and tasks and follows up in a timely manner with appropriate persons.

Customer Service: Provides internal and external customers with the products and services that match their needs in a timely, efficient manner; follows up on customer complaints, questions, and requests.

Dependability: Makes self available for work on a consistent and timely basis with infrequent unplanned absences; completes work in a timely manner; meets commitments with minimal oversight.

Flexibility / Adaptability: Understands that the work environment is constantly changing and adjusts own approach and behavior accordingly; adapts to new ideas and initiatives across a wide variety of issues and situations; recognizes and responds quickly to shifting opportunities.

Verbal Communication: Expresses ideas effectively in individual and group situations adjusting style and methods to meet the specific needs of the audience; attentively listens to others to gather data and paraphrase meaning to verify understanding.

Written Communication: Uses correct English grammar, punctuation, and spelling; communicates information (for example facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material that is appropriate for the intended audience.

Trust Specialist II: (in addition to the competencies for Trust Specialist I listed above)

Analytical Thinking: Divides an object or issue into its component parts in order to understand how they interrelate; recognizes cause and effect relationships; considers several explanations/plans and makes logical conclusions.

Continuous Learning: Takes responsibility for own learning and development by acquiring and refining of technical and professional skills needed in job related areas; proactively seeks performance feedback and identifies approaches to improve own performance.

Prioritization / Time Management: Assesses multiple tasks or issues which are competing for a limited amount of time or resources and determines the order in which each will be addressed; sets priorities, goals, and timetables to achieve maximum productivity; tracks both completed and incomplete activities.

Product Knowledge: Demonstrates a working knowledge of the features and benefits of the products and services offered, and understands how those features benefit customers.

Relationship Building / Networking: Gains trust and confidence through interactions with prospective and existing clients, and personnel; focuses on cultivating relationships that are long-term and professional; builds relationships with a variety of people within the banking industry for the purpose of sharing information and/or resources.

Minimum Qualifications:

Education:

Trust Specialist I & II - Associates degree in accounting, business administration, or related field; or an equivalent combination of education and experience.

Experience:

Trust Specialist I - Two years of experience in an administrative support role.

Trust Specialist II - Two years of experience as a Trust Administration Specialist or equivalent.