Senior Trust Administrator

SCHEDULE: Full-time; Typical Hours are Monday through Friday (8:00 am - 5:00 pm)

LOCATION: 590 W Forevergreen Rd, North Liberty, IA 52317

BENEFITS: Our employees are our most valuable assets, so we invest in them with a comprehensive and competitive benefits package. Our philosophy of taking care of the customer extends to taking care of our employees so that they, in turn, can take good care of themselves and their families. Join Hills Bank and let us surprise you with even more perks!

SCOPE:

This position will be responsible for working with other officers in administering and retaining existing wealth management business with the objective of profit for the Bank and quality service to the customers. This position will be considered a subject matter expert in the technical areas of trust and estate administration. This role will primarily support personal trust and estate accounts. A working knowledge of IRAs, investment management accounts and the financial planning process is expected. Accurately completes tasks and is willing to take on extra projects.

ACCOUNTABILITIES:

Account Administration and Training:

• Team with Officers when participating in client meetings.
• For any accounts under direct administration, work with investment officers to invest client accounts in wealth management model portfolios. Maintain investment direction in all accounts under administration, including monitoring of investment objectives, asset allocations, and keeping cash invested as appropriate.
• Ensure that transactions in accounts under their direct administration are given proper tax codes, have a general knowledge of tax rules and will assist in timely delivery of tax reporting to clients of the bank.
• Identify opportunities for expansion of customer share of wallet, and work with others in the department to further develop those opportunities. Also, look to create referral opportunities for other bank products and services outside Trust and Wealth Management.
• Be proactive in presenting solutions/suggestions to problems or improving office efficiency.
• Prepare account review materials for customer meetings.
• Facilitate incoming contributions made on behalf of customers.
• Facilitate distributions made on behalf of customers.
• Provide online banking assistance to customers.
• Complete filing and/or scanning on a timely basis, and retrieve imaged documents from document imaging databases.
• Prepare and assist with account opening and closing procedures.
• Responsible for organization and neatness of physical files.
• Prepare check requests from invoices.
• Type correspondence including memos, letters, mailings, and file comments.
• May be required to inventory personal property of an estate under administration.
• Make copies of correspondence and other printed materials.
• Prepare outgoing mail and correspondence, including email and faxes.
• Maintain tickler system of client birthdays and important events.
• Maintain tickler system for client account review meetings.
• Proactively research file history in preparation for client meetings or in response to auditor inquiries.
• Participate in client meetings as requested and communicate with clients throughout the year as circumstances require.
• Maintain spreadsheets and other documentation on such matters as tax payments or gift records in complex relationships.
• Have a thorough understanding of trust accounting and document imaging systems, and core banking system. Serve as a mentor to less experienced staff and providing assistance to those less proficient.
• Support Trust Officers in documentation of real estate reviews, insurance policy reviews and discretionary distribution requests for the Personal Trust Committee.a

Ownership of Specialized Leadership Role:

• May serve as lead trainer for front and middle office staff working within the trust and estate area.
• May serve as administrator of Hills Bank Donor Advised Gift Fund by serving as primary relationship contact responsible for those subaccounts as provided under the governing instrument in accordance with Bank policy, established practice, approved procedures and legal constraints.
• May serve as primary relationship manager on basic personal trust accounts and charitable accounts, as provided under the governing instrument in accordance with Bank policy, established practice, approved procedures and legal constraints.

Departmental Service Delivery:

• Answer and route Trust and Wealth Management telephone calls.
• Process monthly Account Reviews and maintain log of action steps to improve documentation.
• Coordinate Trust Officer schedules and make appointments.
• Prepare agendas and provided for transcription of minutes for various committee meetings, as well as maintaining committee files.
• Assist with client/prospect meetings/luncheons, including set-up and clean-up.
• Assume responsibility for documentation and/or actions to satisfy Synoptic Account review updates.
• Assist with administrative issues associated with year-end tax reporting and assume responsibility for proper management of tax reporting in complex accounts.

Business Development and Brand Marketing:

• Take responsibility for ensuring that retail and commercial banking requests of clients are properly fulfilled in a timely manner.
• Assist with sales process and events.
• Sustain and develop relevant relationships with the local market area legal and accounting and professional community to enhance and garner business opportunities.
• Cross-sell commercial, retail and mortgage banking services and products to Trust and Wealth Management customers.
• Establish and promote personal and department reputation for exemplary customer service and sound investment strategy and results.

EDUCATION AND SPECIAL REQUIREMENTS:

• Associates Degree preferred with at least five years of trust-specific experience and/or training required.
• Attendance at formal, outside training classes (e.g. Cannon Financial Institute, American Bankers Association) is required. Associated professional designation strongly preferred.
• Must demonstrate proficiency in Trust Accounting Platform and other systems which represent core elements of our work environment (will receive training).
• Must have working knowledge of word processing, Excel spreadsheet, Power Point, and basic database management and presentation software.
• Must be able to operate PC and printers, copier, adding machine and fax machine.

EQUAL OPPORTUNITY EMPLOYER/VETERANS/DISABILITY