Mail & Document Processing Associate (Trust and Investment Services)
About The Position
This role is a critical part of Trust Operations, responsible for the secure handling, tracking, and distribution of physical trust assets and confidential client documents. The position supports our internal business partners by ensuring original documents and incoming mail are accurately researched, logged, safeguarded, and delivered to the appropriate stakeholders. Working in a small, collaborative team environment, this role combines mail processing, document custody, and vault management functions and plays an important part in maintaining the integrity of the bank’s fiduciary and regulatory obligations. What You’ll Do: Receive, review, and process a high volume of incoming physical mail and trust documents, including stocks, bonds, insurance policies, titles, promissory notes, and other original contractual agreements. Research each item using internal systems to identify the correct trust account, administrator, or business partner for proper routing. Accurately log, track, and report inbound and outbound mail using Excel-based tracking tools and internal logs. Distribute documents to appropriate internal recipients and coordinate timely pickups and deliveries to warehouse and imaging sites. Assist with filing, organizing, and storing original documents in secure vault environments in accordance with trust and security requirements. Support broader Trust Operations initiatives and special projects during slower mail periods. Maintain strict adherence to risk, regulatory, fiduciary, and internal control standards. Identify and escalate potential risk or process issues as needed. Contribute to a professional, inclusive team culture that reflects the M&T Bank brand and values.
Requirements
- High school diploma or equivalent (GED).
- 1+ years’ general work experience.
- Ability to lift 20-30 pounds
- Ability to climb ladders or stools, bend, and reach for filing
- Ability to stand and move for long periods of time
Nice To Haves
- High level of organization and attention to detail.
- Ability to manage time effectively and prioritize daily workload.
- Comfortable working independently while following established procedures.
- Basic proficiency with Microsoft Excel and administrative tracking tools.
- Prior experience in mail processing, vault operations, document control, or records management.
- Office experience in regulated or detail‑heavy environments (e.g., banking, legal, medical records, insurance).
- Experience filing, organizing, or managing physical documents.
- Strong communication skills and a customer‑service mindset.
Responsibilities
- Receive, review, and process a high volume of incoming physical mail and trust documents, including stocks, bonds, insurance policies, titles, promissory notes, and other original contractual agreements.
- Research each item using internal systems to identify the correct trust account, administrator, or business partner for proper routing.
- Accurately log, track, and report inbound and outbound mail using Excel-based tracking tools and internal logs.
- Distribute documents to appropriate internal recipients and coordinate timely pickups and deliveries to warehouse and imaging sites.
- Assist with filing, organizing, and storing original documents in secure vault environments in accordance with trust and security requirements.
- Support broader Trust Operations initiatives and special projects during slower mail periods.
- Maintain strict adherence to risk, regulatory, fiduciary, and internal control standards.
- Identify and escalate potential risk or process issues as needed.
- Contribute to a professional, inclusive team culture that reflects the M&T Bank brand and values.
Benefits
- M&T Bank is committed to fair, competitive, and market-informed pay for our employees.
- As an employer of choice, we are proud to offer competitive benefits ranging from medical and retirement to forty hours of paid volunteer time each year.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
501-1,000 employees
