Estate and Trust Settlement Specialist

OVERVIEW:

The Estate and Trust Settlement (ETS) Specialist will provide administrative support for the ETS Officers in our Appleton location. The person in this position is responsible for a wide variety of administrative duties related to both Probate Estate matters and Trust Estate settlements, and will have significant contact with clients, beneficiaries, professional advisors, and company personnel.

RESPONSIBILITIES:

Assist with daily settlement account administration including:

New accounts –

• Gather asset information, client documents, and historical records including death certificates, tax returns, and estate plan.
• Request and collect beneficiary contact information and other necessary information required for compliant account records.
• Assist Officers with new account pre-acceptance protocols and new beneficiary mailings, statement production, etc.
• Change mailing addresses on ongoing accounts, with providers, and with the post office when applicable.
• Stop any automatic deposits and distributions to/from decedent accounts, and contact credit reporting agencies.

Support ongoing matters –

• Process incoming mail, monitor daily account transactions and account balances, pay bills, expenses, and process distributions.
• Assist with the marshalling of assets and retirement or death benefits by contacting financial institutions, insurance providers, the VA, and investment firms.
• Determine/value assets as of date of death and schedule appointments with appraisers as necessary.
• Assist with safeguarding and maintaining physical assets by traveling to personal residences, banks to close safe deposit boxes, etc.
• Contact credit card companies, utility & service providers, insurance companies, funeral homes, and others to close accounts.
• Obtain refunds of unused health care and other insurance premiums, pre-paid or overpaid accounts, payment of account rewards, etc.
• Gather all necessary asset and liability information for preparation of Inventories, Accountings, and tax returns.
• Prepare and send correspondence to beneficiaries for initial introductions and overviews, partial distributions, and tax matters.
• Communicate with attorneys and paralegals on legal matters and/or probate court proceedings, real estate transfers, etc.
• Maintain account files (physical, shared drive, and Laserfiche) and apply internal policies and procedures to ensure proper compliance.

Account Terminations –

• Prepare proposed distribution schedules, accountings, necessary receipts and acknowledgements to make final distributions from accounts.
• Collect all necessary completed paperwork from residual beneficiaries.
• Coordinate transfer of information and final asset/cash distributions to beneficiaries or successor fiduciaries.
• Gather all tax information necessary to complete any final returns.
• Follow internal procedures to fully process account closings.
• Support Officers as secondary contact for beneficiaries, attorneys, investment advisors, accountants, and others.

General office responsibilities as assigned:

• Assist with shared responsibilities for the office, including answering phones, greeting guests, distributing mail, and special team projects such as large mailings, etc.

SKILLS NECESSARY:

• Ability to manage activities for multiple accounts both independently and as part of a team. Strong sense of responsibility and task ownership.
• Estate and trust administration and trust accounting system experience preferred.
• Excellent communication, professional, and interpersonal skills.
• Excellent organization, attention to detail, analytical and problem-solving skills.
• Experience in high compliance environment and with confidential data.
• Knowledge of financial services, estate planning, accounting, and investment concepts.
• Working knowledge of all primary Microsoft Office Programs.

EDUCATION REQUIREMENTS:

Bachelor’s Degree, Paralegal Certification, or Associate Degree in accounting or business-related field (or equivalent experience in legal, accounting, banking, finance or business) preferred. Fiduciary experience preferred.

PHYSICAL DEMANDS:

• Ability to Move freely (standing for extended periods of time, stooping, walking, climbing stairs, bending, kneeling, pushing, and pulling)
• Ability to lift and carry up to a maximum of thirty (30) pounds without assistance
• Frequent sitting with movement throughout office spaces
• Frequent use of keyboard and mouse with repetitive motion of hands, wrists, fingers, and elbows
• Frequent use of phone and computer throughout the workday
• Ability to occasionally travel to and from client properties, utility companies, banks, etc.

WORK ENVIRONMENT:

• Climate-controlled office
• Various off-site properties as needed

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Experience:

• Estate Settlement or Accounting: 4 years (Required)

Work Location: In person