Trust Operations Specialist I

Title:               Trust Services Division Operations Specialist – Level 1

Department: Trust Services Division

Reports to:   Trust Operations Manager

Date:              9/2022

General Summary:

The primary function of this role should be to assist Trust Operations with all daily, weekly, monthly, quarterly and annual Trust Operations functions, including, but not limited to, daily settlement, trade settlement and support, client record maintenance, audit research, etc. as needed.

This role should serve as the main insurance, appraisal, house inspection and coordinator for the Trust Services Division.

This role should prepare the monthly TAC and quarterly TCB meetings, including scheduling, compiling and disseminating reports, and meeting minutes.  

Additionally, this role should perform all the day-to-day administrative tasks for the Division. 

Essential Operational Duties and Job Responsibilities (80% of time):

1. Act as Insurance Coordinator for all Trust properties
   1. Obtain quotes for new properties
   2. Submit and monitor claims
2. Act as Appraisal Coordinator for all Trust properties
   1. Order initial appraisal for newly purchased homes
   2. Order triennial appraisals for all Trust properties
3. Provide support to Trust Operations Manager and Trust Operations Assistant and be trained as back-up to cover when necessary
4. Assist Trust Officers/Administrators as needed
5. Set up disbursements and deposits as needed
6. Prepare and mail OBT Indemnification letters as needed
7. File client documents in electronic storage system
8. Act as back-up for preparing daily settlement in conjunction with back office support
   1. Run and perform quality control review of all reports
   2. Resolve settlement issues
   3. Monitor Verafin for OFAC Watch List hits
   4. Monitor for overdrafts
9. Stage and monitor mutual fund/custody trades as requested
10. Create/retrieve operational reports as needed
11. Perform system maintenance on client records, as needed
12. Run, store and mail Trade Advices for clients
13. Comply with all Trust Policies and Procedures

Essential Administrative Duties and Job Responsibilities (20% of time):

1. Assemble and distribute agenda and meeting materials for monthly TAC and quarterly TCB meetings
   1. Run and distribute investment blocks
   2. Upload Investment Reviews
   3. Upload Approved Watchlist
   4. Run Trade Reports
   5. Manage Outstanding Exceptions
   6. Prepare Open/Closed Report
2. Assist with marketing and sales projects as needed
3. Separate and distribute incoming mail
4. Answer incoming phone calls and take messages
5. Order office supplies for department
6. Coordinate the ordering of department holiday gifts
7. Maintain department internal contact lists

OTHER RESPONSIBILITIES

1. Other responsibilities as assigned by management
2. Outside training Let’s discuss

EDUCATION/CERTIFICATION/EXPERIENCE

Education:

            Required:      2 year college degree – is this necessary

            Preferred:      4 year college degree

Experience: let’s discuss

            Required:      Minimum of one year of Trust/Bank operations or other relevant experience 

Preferred:      Trust or brokerage operations experience.  Bank operations and accounting experience considered.

KNOWLEDGE/SKILLS/ABILITIES

1. Microsoft Excel, Word and Outlook
2. Must be able to interact in a professional manner with clients, staff and vendors
3. High degree of accuracy and attention to detail
4. Ability to prioritize and organize work in a fast paced environment
5. Ability to learn Trust accounting system and document imaging system

WORK ENVIRONMENT

Working Conditions:  Trust operations staff works in a general office setting and supports the entire Trust team and book of clients to maintain accurate client records in accordance with sound fiduciary practices and policies and procedures.  Trust operations staff interacts with all staff as well as clients.

Equipment Operations:  PC, scanner, printer, copier, remote deposit scanner

Special Note:

External and internal applicants, as well as position incumbents, must be able to perform the essential job functions as set forth above.  Orange Bank & Trust Company is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of age, sex, sexual orientation, race, color, creed, religion, ethnicity, national origin, alienage or citizenship, disability, marital status, military status or any other legally-recognized protected basis under federal, state or local laws, regulations or ordinances.

Upon request, individuals with disabilities may be entitled to a reasonable accommodation.  A reasonable accommodation is a change in the way things are normally done that will ensure an equal employment opportunity without imposing an undue hardship on the bank.  Please inform the Human Resources Department if you need assistance completing any forms or to otherwise participate in the application process or, at the appropriate time, to perform the essential functions of the job.

This job description in no way states or implies that these are the only duties to be performed by an employee.  Additional functions and requirements may be assigned by supervisors as deemed appropriate, based on the employee’s knowledge, skill and ability as well as his/her mental and physical abilities.