Estates Administrator

The Salvation Army Southern California•Rancho Palos Verdes, CA

8d•$76,000 - $89,000•Onsite

About The Position

Provide appropriate estate administration services as assigned. Process trust and estate gifts with accurate and timely identification, valuation and disposition of assets. Oversee the sale of real property as needed. Work independently but always under the direct supervision of the Director of Estate Administration.

Requirements

Proficiency in Microsoft Outlook, Word, Excel, Access and Power Point is desired
Ability and willingness to learn new software programs and databases required
Understanding of legal terminology and concepts of probate and estate administration process
Understanding of basic accounting methods and procedures
Must be detail oriented with the ability to produce accurate and complete work
Excellent oral and written communication skills, including spelling and grammar
Ability to initiate correspondence and communicate complex issues
Excellent telephone skills
Excellent customer service skills and mindset
Ability to think independently
Ability to identify key issues and concerns relative to estate matters requiring escalation to management
Ability to perform thorough self-review and strong attention to detail
Ability to manage multiple projects to completion on a timely basis
Ability to work in a fast-paced environment and maintain poise under pressure
Possess proficient and accurate typing skills
Ability to research information
General knowledge of business protocols
Must adhere to all policies and procedures of The Salvation Army
Must maintain courteous and cooperative manner when working with others and demonstrate respect and a positive attitude at all times during the assigned workday
Must be a team player, take initiative, and be flexible in assisting others to the best of their ability to ensure an accurate work product
Must be organized in work areas, files, etc., contributing to the efficiency and accuracy of work within the assigned workday
Must be able to comprehend assignments or to ask for clarification in a clear and concise manner until the assignment is understood
Must exhibit dependability and availability to the divisional staff as well as supervisors regarding assignments
Must engage in conduct that enables administration to achieve its goals of providing a professional work environment; conduct must not be disruptive to that environment
Must be willing to put forth best effort at all times during assigned workday
Must maintain confidentiality

Nice To Haves

Paralegal certification from an ABA certified school or college education, preferred
Minimum five years’ experience as paralegal, or in accounting, finance, banking, probate and trust administration, preferred

Responsibilities

Execute and process all matters pertaining to trusts and estates
Enter tasks in the Gift and Estate Management system (GEMS) and ensure timely follow up for all estate files
Initiate new gift set up and maintain accurate and complete data in each gift
Create assets and valuations in GEMS in accordance with Financial Accounting Standards Board (FASB) requirements and TSA policy, including Portfolio Valuations for Outside Managed Trusts
Create distribution formulas for estate gifts according to TSA policy
Review incoming mail pertaining to assigned gifts and handle appropriately and timely
Create and maintain accurate, timely and complete notes in GEMS database pertaining to estate matters
Create and maintain current tasks for all assigned gifts
Monitor workflow and use GEMS task and reporting tools to ensure estate matters are handled in an accurate and timely manner
Initiate correspondence
Review estate accountings to ensure fees are appropriate and TSA is receiving the correct distribution
Review attorney receipts for appropriateness and execute / return them in a timely manner
Work with external vendors in the liquidation of assets and accounts gifted to The Salvation Army.
Collect assets that have escheated to the state as assigned by a manager or director.
Collect information related to real property from various sources (field staff, trustees, executors, title companies, real estate brokers, financial institutions, appraisers, etc.) and analyze information to determine market value, environmental issues, etc.
Obtain Broker’s Market Analysis and research title and cure title defects for real property, coordinating with title companies and county, state and federal agencies.
Draft Gift Services Committee, Board of Directors and Property Council items for review and acceptance of assets.
Oversee transfer of assets, including the drafting of required legal documents, tax forms, change of ownership, recording of deeds, conveyances, title insurance and insurance procurement as necessary.
Assist with the review of listing and purchase and sale agreements, counter offers and oversee escrow process through closing, including examination of escrow instructions for accuracy.
Responsible for managing income and expenses of all real estate assets, including promissory notes secured by deeds of trust.
Perform any other tasks as assigned by the supervisor, ensuring the efficient and compliant administration of trusts and estates
Answer incoming calls from field personnel and advisors and determine the most appropriate resolution
Respond to inquiries in a courteous and expedient manner and perform research as necessary
Assist in the development of policies and procedures related to estate processing
Serve as a backup to others in the Gift Services Department as necessary
Assist with opening the mail as assigned
Perform other special projects and administrative functions as requested
Escalate issues and concerns to management for resolution
Driving to conferences or worksites as needed