Client Services Assistant

Client Services Assistant

 

Purpose:  Support Client Services Officers

 

Reports to:  Vice President – General Manager

 

Job Description:

 Manage the information flow between the office and the outside custodian of the trust and custodial accounts to ensure the information available to the custodian are the latest and most relevant so the custodian can properly administer the trust and custodial accounts.  This position monitors the services and work produced by the custodian to ensure consistent quality and performance that matches our expectations.Prepare quarterly consolidated balance sheets for 23 beneficiariesPrepare the appropriate documents for the client’s signature set up standing instructions for outside custodians to make disbursements for capital calls.Prepare and ensure timely and proper execution of wire transfers for most entities, individuals and all trusts and custodial accounts handled in the departmentPrepare needed documents to open, close or change all accounts (i.e. bank, brokerage, custodial).  Communicate with appropriate representative at each institution to determine all the required steps that need to be taken that are unique to that institution.  Follow through to ensure any issues are resolved and accounts have been opened, closed or changed appropriatelyManage the annual trust review.  Works with VP-GM to determine format and/or content changes to the binders from the prior year.  This entails preparing, revising and/or updating the financial statements, insurance lists, memos, checklists, matrix, summaries, charts and other material that are compiled into custom binders for 24 individuals.  This position also needs to coordinate with the client services officers, the outside attorney and investment advisor to obtain information for the binders.  In addition, this position and the VP-GM meets with the attorney prior to the trust review meeting to discuss key points should be made during the trust review meeting.  The position prepares the meeting minutes and follow-up on actions requested during the meeting.  Prepare tax workpapers 22 custodial accounts.Back up for this function - Prepare payments for accounts payable for two entities and employee payroll for one entity.  This utilized Quick Books, an electronic bill paying service and bank ACH system.Process new disbursements (i.e. accounts payable and distributions)for trusts and custodial accounts by obtaining required approvals and signatures and establishing the proper payment instructions with the custodian.  This requires communication and follow-up with trustees, custodians and parents of minors.  Ensure that all transaction handled in accordance with trust agreement.In addition to financial statements prepared for annual trust review, prepare of mid-year or any other requests for financial statements for custodial or trust accounts.Maintain master life insurance list.  Administer the life insurance policies owned by trusts and others.  Work with outside insurance brokers to ensure timely payments and communication with insurance companies.Maintain master trust list for departmentTrustee changes – administer paperwork necessary to completing a trustee/and/or trust document changes (coordinate with attorney, VP-GM, trustees). Termination of trust – plan and coordinate the documents and actions needed to ensure timely termination and distribution of trust.  Communicate with attorney and beneficiary regarding the termination and distribution.  Follow through to ensure timely distribution and termination.Download investment transaction from custodian and reconcile.Investment accounting for accounts at custodians whom we do not downloadEnsure documentation is copied and marked for appropriate filingMaintain account signer matrixReview bank reconciliations prepared by Department Administrative Coordinator for trust and custodial accountsPrepare trust and custodial account cash needs projections.Prepare quarterly payroll tax returns for several households.Special projects as needed.

 

Qualifications Required:  Technical4 year degree or equivalent experience; Minimum 5 years in a corporate environmentExperience with Word, Excel and computerized accounting systemsAbility to learn new software and to learn advanced applications with Word and Excel

 

Interpersonal/ManagementAbility to maintain confidentialityGood oral and written communication skillsExcellent telephone skillsStrong customer service orientationAbility to work with individuals at all organization levels both inside and outside the companyStrong interpersonal skillsAbility to produce high volume of detailed work while maintaining a high level of accuracyEnjoys “doing whatever it takes” to accomplish taskAbility to be flexible in a changing environmentAbility to work well under pressure with frequent interruptionsAbility to take direction from several staff members and prioritize accordinglyExcellent attention to detail and to follow-up.Ability to organize high volume of detail from many different sources for many entities.