Job Offer: Trust Services Division Operations Specialist - Level 1

A Great Opportunity

Trust Services Division Operations Specialist - Level 1

The primary function of this function 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 function should serve as the main insurance, appraisal, house inspection and coordinator for the
Trust Services Division.
this function should prepare the monthly TAC and quarterly TCB meetings, including scheduling,
compiling and disseminating reports, and meeting minutes.
Additionally, this function should perform all the day-to-day administrative tasks for the Division.
Essential Operational tasks and Job Responsibilities (80% of time):
1. Act as Insurance Coordinator for all Trust properties
a. Obtain quotes for new properties
b. Submit and monitor claims
2. Act as Appraisal Coordinator for all Trust properties
a. Order initial appraisal for newly purchased homes
b. Order triennial appraisals for all Trust properties
3. Provide support to Trust Operations Manager and Trust Operations adjunct and be trained as
back-up to cover when necessary
4. Assist Trust agents/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 everyday settlement in conjunction with back office support
a. Run and perform quality control review of all reports
b. Resolve settlement issues
c. Monitor Verafin for OFAC Watch List hits
d. 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 tasks and Job Responsibilities (20% of time):
1. Assemble and distribute agenda and meeting materials for monthly TAC and quarterly TCB meetings
a. Run and distribute investment blocks
b. Upload Investment Reviews
c. Upload Approved Watchlist
d. Run Trade Reports
e. Manage Outstanding Exceptions
f. 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
EDUCATION/CERTIFICATION/practice
suitable education
Required: 2 year college degree – is this necessary Preferred: 4 year college degree
practice:
Required: Minimum of one year of Trust/Bank operations or other significant practice
Preferred: Trust or brokerage operations practice. Bank operations and accounting practice
considered.
expertise/expertise/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. capability to prioritize and organize work in a fast paced environment
5. capability to lgain Trust accounting system and document imaging system