Trust Administrator

POSITION PURPOSE

Works under the supervision of the Trust Officer in the administration of Trust Department accounts. Daily duties include building customer relationships through communication, both oral and written. Handle the day-to-day account administration to include completing account reviews on accounts that are assigned to them and preparing discretionary distribution forms. Coordinate with the customer to complete the Investment Parameter Statement to invest the account and to cover overdrafts. Monitor cash balances in accounts to cover cash needs of the customer as well as for the account activity including the payment of income taxes and other expenses related to the account. Responsible for coordinating with the Trust Administrative Assistant to handle accounts payable and receivable transactions. Interact with the Trust Real Estate and Oil & Gas division to ensure that communication between those associates and the customer is handled properly. 

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Must have an in-depth understanding of office procedures and operational activity. 
• Daily account administration of accounts assigned to him/her 
• Proactively anticipates client needs to provide a high level of service. 
• Works quickly to resolve client issues. 
• Effectively communicates with clients, trust beneficiaries, their advisors, co-fiduciaries, miscellaneous

outside service providers, and internal personnel. 

• Meet with current clients, as well as prospects 
• Complete monthly account reviews for accounts assigned to him/her 
• Assist Compliance Officer with monitoring and meeting compliance requirements. 
• Utilize risk management tools, such as the Overdraft Report, Daily Transaction Report, Account Balance

Report, and Administrative Review to ensure all exceptions are addressed and kept to a minimum. 

• Complete and approve trade tickets 
• Approve distribution requests on Charlotte Front Office (trust accounting system) 
• Interpretation of the governing instrument and applicable law to ensure the proper set up of account

records. This includes payments, distributions, fee schedules, tax records, and termination/transfer of 

accounts. 

• Must have an in-depth knowledge of preparing Discretionary Distribution forms and memoranda 

supporting recommendation regarding the exercise of powers Prosperity Bank Trust Department has as Trustee. Confer with co-trustee(s), if applicable, to obtain approval(s). Afterwards, coordinate with the Trust Officer on communicating the decision to the client and follow up action, as necessary. 

• Must attend all Trust Administration and Investment Review Committee, Trust Committee and monthly 

Trust Officer meetings. 

• Coordinate with clients to complete the Investment Parameter Statement. 
• Work with third-party tax advisors and legal counsel on income, gift, estate, and generation skipping taxes for the trust/estate and its beneficiaries. 
• Participate on various committees as needed. 
• Train/coach the Administrative Assistant on daily administrative requirements  

The above statements describe the general nature and level of work only.   They are not an exhaustive list of all required responsibilities, duties, and skills.  Other duties may be added, or this job description amended at any time.

SUPERVISORY RESPONSIBILITIES:

This role has no supervisory responsibilities. 

 QUALIFICATIONS

Education/Certification: Bachelor's Degree (B.B.A.) in Accounting or Finance or equivalent on the job training and experience in a relevant field.     

Experience Required: Prior experience in trust administration, preferably 3+ years. Prior experience with trust operations is a plus.

Skills/Abilities:       

Strong interpersonal ability as well as oral and written communication skills. 

Sound judgment and discretion in making well-reasoned decisions. 

Must be able to maintain extreme confidentiality in dealing with client matters. 

Extensive background in use of Windows and Microsoft Office products. 

Strong attention to detail, organization and proofreading. 

Exceptional grammar and spelling skills. 

Ability to manage several projects at once following through to completion. 

Willingness to take initiative. 

Must be a team player.  

CONTINUING EDUCATION/ADMINSTRATIVE KNOWLEDGE 

The specialized and ever-changing nature of Trust Practice requires that Trust personnel devote time to personal development and training. Training includes but is not limited to sessions covering topics such as trust accounting systems changes, updates to practices and procedures, presentations on technical, legal, tax and regulatory development. A Trust Administrator must have the desire to learn, increasing his/her knowledge and expanding his/her responsibilities