Trust Administration Officer

Marquette Bank•Orland Park, IL

16h•$45,000 - $65,000

About The Position

The Trust Administration Officer is responsible for all aspects of personal trust administration, including estates, trusts, guardianships, and agencies such as IRAs. The role serves as a key resource for internal and external clients and centers of influence, provides responsive support, and assists in identifying opportunities for new business and departmental initiatives. The position works with clients and professional partners, oversees account administration and review processes, and ensures fiduciary activities comply with governing documents, policies, and regulations. The role also supports the VLAS Pooled Patriot Trust program, tax return preparation, fiduciary accounting, post-death administration, real estate and tangible personal property held in trust accounts, and audit readiness. It requires a bachelor's degree, paralegal certificate, or graduation from Cannon or ABA trust school, along with at least five years of trust administration experience. The position is based in an office environment with a usually moderate noise level and regular computer and office-equipment use.

Requirements

Bachelor’s degree, paralegal certificate, or graduation from Cannon or ABA trust school.
At least five years of experience in trust administration.
Strong technical skills in fiduciary administration and knowledge of estate, gift, GST, and fiduciary income tax.
Ability to review and interpret legal documents.
Analytical and systematic approach to problem-solving.
Ability to manage multiple responsibilities independently.
Excellent communication skills, including experience with new business presentations.
Ability to collaborate closely with attorneys, CPAs, and caregiving agencies.
Ability to maintain positive relationships with internal and external partners.
Ability to manage sensitive business situations professionally.
Commitment to continuing education to stay current with changes in the fiduciary industry.
Familiarity with trust accounting systems.
Proficiency in Microsoft Word and Excel.

Responsibilities

Administer personal trust accounts, including estates, trusts, guardianships, and agencies such as IRAs, according to governing documents.
Interpret trust documents and provisions accurately.
Collaborate with the New Business Officer on new-account onboarding and engage early with clients, attorneys, accountants, and caregiving agencies.
Serve as primary relationship manager for onboarded accounts, maintain ongoing contact with clients, attorneys, and beneficiaries, and schedule annual client meetings.
Collaborate with colleagues.
Manage post-death processes, including requesting new tax IDs, updating date-of-death values, transferring or liquidating assets, confirming beneficiaries, discussing tax consequences, and coordinating distributions.
Correspond with courts as required and attend hearings when necessary.
Assist with management of the VLAS Pooled Patriot Trust program.
Manage guardianship and trust and estate administration matters.
Assist with the department tax return process (1041/1040).
Maintain knowledge of trust taxation and distribution implications, and file tax returns on time.
Oversee annual administrative and investment review processes.
Manage real estate and tangible personal property within trust accounts.
Ensure compliance with internal fiduciary policies and documentation requirements and assist with audits by maintaining organized files and documentation.
Maintain accurate records and communication logs, including account opening and closing processes.
Execute annual accounting processes, review distributions, prepare required minimum distributions, and complete account reviews and discretionary distribution documentation.
Monitor and approve daily transactions for accuracy and correct overdrafts.
Ensure account activity complies with established policies, procedures, and regulations.
Comply with applicable laws and regulations, including the Bank Secrecy Act and Community Reinvestment Act, and follow bank policies, procedures, and risk-management responsibilities.
Perform other job-related responsibilities that support departmental and organizational goals and are consistent with the position's scope and purpose.