Position Summary:
The Trust Specialist supports the Trust Company of Oxford's Fiduciary Officers with administration of all trusts. Executes various processes and procedures designed to ensure that all trusts are being administered according to the terms of the document and within the regulatory guidelines. Executes operational activities related to account opening, administration, funding and disbursements/distributions. This position is 100% onsite.
As an associate level position, we are looking for a candidate will have 3+ years of financial services operational experience.
Duties & Responsibilities:
Administration
- Prepare Annual and 60-day trust administrative compliance reviews for approval by the Fiduciary Officer and Compliance.
- Interacts with Fiduciary Officers to coordinate daily client activity, oversees transaction processing, handles inquiry resolution and obtains appropriate documentation
- Handle all account opening and administration including initial set up in all systems.
- Execute and reconcile all cashiering activities including systematic and discretionary distributions.
- System administration includes ensuring that all trusts are entered and coded into all of Oxford systems.
- Maintains accurate account info, updating systems when necessary
ILIT Management
- Completes account opening checklist and ensures all tasks are completed
- Reviews accuracy of all policy details received or purchased and establishes on Fidelity
- Updates market value (cash values) in Fidelity whenever in force illustrations are obtained, no less frequently than annually
- Prepares and mails premium notices to grantors on a timely basis, taking into consideration the beneficiary withdrawal window
- Ensures payment of premiums (the contribution) are received in the proper timeframe to meet premium deadlines
- Performs proper follow-up as necessary for payments not received on time
- Prepares and mails crummey notices to beneficiaries within specified timeframe indicated in trust document
- Coordinates ILIT billing and maintains ILIT database
- Maintains complete and accurate ILIT files
- Changes addresses
- Pays bills
- Performs distributions
Coordinates TCO tax preparation and processing of payments
- Tracks tax returns from TCO outsource provider for review by Fiduciary Officer for all 1041 tax returns on Smartsheet
- Obtains sign off from Fiduciary Officer, prepares tax payments for tax due or refunds
- Generates year-end tax worksheets or supplemental reports for delivery to outsourced tax accountants
- Mails final returns to IRS, obtains appropriate postal receipts and places in file
- Reconciles and collects tax preparation fees
- Assists in estimated tax payments process
- Works with Fiduciary Officer to generate estimated tax payments due, checks for cash availability and initiates appropriate cash needs
- Submits estimated tax payments and meets all reporting deadlines
Other responsibilities
- Assists with audit items (internal and regulatory) as needed from Compliance
- Prepares Call Report quarterly for submission to proper regulatory authorities
- Updates and maintains Delaware Trust assets and values
- Coordinates annual special asset fees
- Reviews and assesses legal documents to ensure the accuracy of systematic coding and ensure compliance
- Monitors and evaluates the impact of any changes in legal fiduciary, accounts and estates to ensure prompt action
- Prepares Investment Policy Statements for Fiduciary Officer and Managing Director signature.
Qualifications:
- Associate degree in business-related field or equivalent experience required
- Basic accounting experience preferred
- Must have strong computer skills with working knowledge of Microsoft Excel and Word
- 3+ years of financial services operational experience required
- Experience in trust or investment operations with a basic knowledge of trust accounting systems or other asset management systems is preferred
- Must have a professional demeanor with the utmost respect for confidential matters
- Must have excellent written and verbal communication skills with strong interpersonal skills
- Must have a strong work ethic with a positive attitude
- Must be able to work independently and in a team environment
- Must be detail oriented with excellent organizational skills
- Must have ability to work in a fast paced environment
Working Conditions:
- Long periods of sitting utilizing a computer
- 100% onsite
