Estate & Trust Associate Administrator III

Overview:
Under minimal or no supervision, provides administrative support and assistance to Estate and Trust Settlement officers in performing the tasks inherent in Estate and Trust Settlement work.  Assists in the settlement of small, medium, and large Estate and Trust matters, and demonstrates a consistency of ability to administer small estates or trusts, and those with limited complexity with little or no supervision.  Demonstrates proven ability to have direct contact with beneficiaries, attorneys, accountants, appraisers and others without supervision of an Estate and Trust Settlement officer, or with limited supervision, at the officer’s direction.  Escalates risk areas identified in work assigned to the Estate and Trust settlement officers.  Takes ownership of coordination of members of other areas of the client service team to ensure that estates move forward and remain on track with established timelines.  Demonstrates the ability to oversee the work of, and assist, less experienced Estate and Trust Settlement Administrative Assistants.  Achieves the objectives of the larger team by (i) doing whatever tasks necessary to ensure the provision of effective, high level client service, (ii) increasing efficiency and productivity of the larger team, and (iii) training and developing less experienced Estate and Trust Settlement Administrative Assistants.  Ensures profitability of estates worked on by following best practices and controls over efficiency and risk management, and elevating issues identified to Estate and Trust Settlement Officers.  Assists in the collection of critical documents, collection of assets, preparation of disbursements, and other estate and trust settlement tasks assigned by Estate and Trust Settlement Officers. 

Primary Responsibilities:

• Assists in the administration of small, medium, and large, post death fiduciary administration appointments, including those estates that are federally taxable, at the direction of an Estate and Trust Settlement Officer.  

• Demonstrates consistent ability to administer small estates or trusts, and those with limited complexity, with little or no supervision.  

• Ensures that best practices and controls over efficiency and risk management are followed in all estates touched, and elevates issues identified to Estate and Trust Settlement Officer.  Consistently makes recommendations for improvements to these best practices and controls to the Estate and Trust Settlement Officer.

• Demonstrates consistent ability to have direct contact with family members, beneficiaries, outside attorneys, agents, brokers, accountants, bank personnel and others with an interest in the estate for the estates assigned to the supervising Estate and Trust Settlement Officer.  Demonstrates consistent ability to represent the bank in a professional manner in these interactions.

• Ensures that effective, high level client service is provided individually through personal interactions and by assisting the Estate and Trust Settlement Officer in meeting deadlines and preparing third party communications.  

• Provides solutions to issues faced in individual work assigned when identified, and consistently offers recommendations to Estate and Trust Settlement Officer when appropriate.

• Utilizes PC to perform a wide range of duties including, but not limited to, drafting correspondence for signature, preparing proposals, legal documents, reports and data tables from general instructions and with minimal supervision.

• Assists Estate and Trust Settlement Officers by conducting thorough review of legal documents and providing thorough summaries of same.

• Provides support for Estate and Trust Settlement Officers by screening visitors and telephone calls, sorting and delivering mail, maintaining supplies, scheduling appointments, and maintaining appointment calendars for Estate and Trust Settlement Officers.

• Coordinates all travel arrangements and prepares business itineraries for Estate and Trust Settlement Officers.

• Establishes and maintain record keeping and filing systems for Estate and Trust Settlement department.

• Prepares business/client presentations, correspondence etc, with limited or no supervision.

• Coordinates the collection of proper fees in each administration with the Estate and Trust Settlement Officer.

• Proactively develops individual core competencies in the areas of Estate and Trust Administration with the goal of beginning to administer medium estates and estates with medium complexity without supervision.  

• Trains less experienced administrative assistants and leads by example in completing work performed in professional manner.

• Proactively looks for ways to take on more responsibili