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Trust Assistant

Topeka, KS
Company: CoreFirst Bank & Trust
Position: Trust Assistant
Reports To: Trust Officer
Classification: Full-time; Non-Exempt
Location: Topeka, KS [Headquarters]

Job Summary
The Trust Assistant supports the Trust Officer in the management of Trust Department client accounts.  In collaboration with the Trust Officer, the Assistant is responsible for providing personal and professional service to the client.  The Trust Assistant establishes a relationship with Trust clients (those with Personal Trust Accounts [Living and Testimony], Agency Accounts ([Custody and Investment Management], Estates, and Conservatorships) as well as familiarity with the Bank’s policies and procedures.  This role contributes to the development and retention of client relationships by providing consistently high-quality customer service.

Essential Functions and Responsibilities

Coordinates new account set-up:
  • Enters new accounts into the computer
  • Prepares new account folders
  • Establishes tax cost basis of assets transferred to new trust/IM accounts
  • Oversees OBO/NOBO documentation, CIP, and income distribution documentation for Trust accounts
Organizes and oversees existing trusts as assigned including:
  • Reviewing, approving, and responding to mail and bills presented for payment
  • Maintaining medical health files including processing claims, verifying payments, etc.
  • Collecting, organizing, and tracking all tax information for review by Trust Officer
Coordinates life needs for current clients:
  • Maintains payroll records for all caregivers used by trust clients which includes processing checks, withholding tax information, and working with accounting firm for reporting.
  • Coordinates and oversees the sale and/or shipping of all personal property, appraisals of jewelry/coins/property, and moves to new residence for trust clients
  • Maintains and tracks life insurance policies which includes keeping information up-to-date on Insurance IQ and tracking premium payments.
  • Maintains and tracks real estate assets including insurance premiums, inspections, and real estate taxes.
Assists Trust Officer upon death of client:
  • Prepares Date of Death and 6-month Alternate Date of Death Valuations
  • Files insurance claims
  • Assists with any other tasks finalizing the client’s estate
 Administrative Responsibilities
  • Cross-verifies obituaries daily with client Trust, Will, and Self-Trusteed databases
  • Sets up and maintains will and self-trust files which includes conducting an annual audit of vault files
  • Responsible for maintaining departmental forms/reports, and creates new ones as needed
  • Inputs and maintains CIF files
  • Maintains orderly, current files and retrieves files/researches information for Trust Officer as needed
  • Types dictation on a daily basis.  Also types reports, documents, and other correspondence by utilizing applications on the word processing system.
  • Acts as back up for the front receptionist desk.  Assists customers and answers the telephone.  
Knowledge, Skills, and Abilities
  • One year administrative experience required.  Securities background preferred.
  • Trust experience preferred
  • Securities background preferred
  • High school diploma or equivalent required.
Skills & Abilities:
  • Must be able to apply computing skills to solve problems
  • Ability to plan, organize, and prioritize work, in order to meet deadlines and maximize efficiency and profitability
  • Must be attentive to detail and a self-starter
  • Ability to recognize there is a problem, when something is wrong or likely to go wrong and determining the most effective way to solve the problem
  • Must have effective verbal and written communication skills including advanced spelling, punctuation, and grammar skills
Computer Skills:   
  • Intermediate 10-key, data entry, and typing skills
  • Intermediate ability with Microsoft Word and Excel
  • Microsoft Access, Microsoft PowerPoint, and Adobe
  • Must be able to select and use appropriate technology to accomplish a given task, and determine how to make the best use of existing hardware and software

  • Adherence to CoreFirst Values; Respect, Communication, Integrity, Initiative, and Accountability. A secondary focus on internal and external Customers, Compliance, Ethics, Perseverance, and Time Management is also essential.
  • A significant level of trust and diplomacy is required, in addition to courtesy and tact. Work involves extensive personal contact with others and may be of a personal or sensitive nature when working through escalations. Must be able to empathize with others and foster sound relationships. 
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear.  The employee is frequently required to sit, stand, and walk.  Some light physical effort required including ability to lift up to 25 pounds.
Travel is negligible. It is primarily local during the business day, although some local evening and weekend travel may be needed.
Work Environment     
This job operates in a professional office environment.  This role routinely uses standard office equipment such as computers, phones, copy machines, filing cabinets, and fax machines.
Applicants must pass a drug screening and background check.
Internal applicants must be meeting the minimum requirements of their current job, and must submit a cover letter and resume via the employee portal.
CoreFirst provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, CoreFirst Bank & Trust complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
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