Trust Administrative Assistant

Position Overview

The Trust Administrative Assistant position is responsible for providing administrative support to one or more Trust Officers.  Essential duties include assisting Trust clients with inquiries and service requests, opening and closing accounts on trust accounting system, preparing checks for trust expenses, preparing documents, forms, and committee reports as directed, and maintaining accurate account records.  Seeking candidate who is highly attentive to client needs and is proactive and responsive in nature.

This is an onsite, in-office position with ability to work at Oakbrook or Aurora, IL locations.

Essential Job Functions

• Collect information for customer meetings and prepare meeting books/materials.
• Respond to customer inquiries and service requests promptly including properly logging/reimbursing receipts, responding to balance inquiries, and advising clients on options available within established trust guidelines.
• Manage the new account opening process to comply with tax and audit policies and regulations, which includes processing paperwork, opening accounts on the system, notifying all appropriate areas of new business, and setting up digital account folders.
• Process daily deposits and disbursements. Identify and resolve problems and discrepancies arising in account administration including referencing trust documents to determine proper course of action.
• Serve as project leader for tax preparation and compliance including sending proper documentation for each client to tax preparer, follow up on missing information, and sending completed tax documents to clients.
• Coordinate our IRA reporting and documentation process.
• Daily review of cash and transaction reports for liquidity and accuracy.
• Ability to work in a team environment with attention to detail.
• Assist on preparation of court accountings as assigned.
• Preparation of asset transfer forms.
• Other duties as assigned.

Minimum Requirements

• High school diploma (or equivalent) and two or more years of experience in a Trust office environment; or equivalent combination of education and experience.

Competencies

• Highly attentive and responsive to client service and team members.
• Excellent oral, written and interpersonal skills.
• Professional appearance and demeanor.
• Strong administrative and organizational skills.
• Computer proficiency including Microsoft Office Suite (Word, Excel, Power Point) and Adobe Acrobat.
• Basic to moderate knowledge and understanding of trust administration, IRA concepts, accounting procedures and tax laws as they apply to individuals and fiduciaries.