Trust Administrative Assistant

Hills Bank and Trust Company

North Liberty, IA Administrative & Clerical / Accounting


Responsible for assisting Trust and Wealth Management Officers in the management of client relationships and maintaining client account files and relationships in conformity with bank policy and regulatory requirements.  Responsible for assisting Officers in the development of new clients.



Account Administration and Training:  (60%) 

  • Be proactive in presenting solutions/suggestions to problems or improving office efficiency.
  • Prepare Account Review materials.
  • Update remittances and systems maps to reflect client preferences.
  • Prepare IRA forms, issue IRA distributions.
  • Coordinate with clients for Required Minimum Distributions (RMD).
  • Filing and/or scanning completed on a timely basis. Retrieval of imaged documents from Joshua and OnBase as needed.
  • Prepare and assist with account opening and closing procedures.
  • Responsible for organization and neatness of physical files.
  • Prepare check requests from invoices.
  • Type correspondence including memos, letters, mailings, and file comments.
  • Prepare correspondence on behalf of Officer.
  • Conduct phone calls on behalf of Officer.
  • May be required to inventory personal property of an estate under administration.
  • Make copies of correspondence and other printed materials.
  • Prepare outgoing mail and correspondence, including email and faxes.
  • Maintain tickler system of client birthdays and important events for Officer.
  • Assist Officer with tickler system for client account review meetings.
  • Develop knowledge of client base and provide the primary point of contact and service to clients.
  • Conduct research on file history in preparation for client meetings or in response to auditor inquiries.
  • Have a working understanding of Trust Accounting system, bank Silverlake system and Trust document imaging system.


Departmental Service Delivery:   (30%)

  • Answer and screen Trust and Wealth Management telephone calls, and arrange conference calls.
  • Process monthly Account Reviews and maintain log of action steps to improve documentation.
  • Greet scheduled visitors and conduct to appropriate area or person.
  • Assist in answers to questions presented by individuals through the Hills Bank call center.
  • Coordinate manager’s schedule and make appointments.
  • Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.
  • Read and route incoming mail. 
  • Transcription of minutes for various committee meetings.  Prepare agendas and participant packets for meetings listed above as well as maintaining committee files.
  • Order and maintain supplies, and arrange for equipment maintenance.
  • Maintain conference room in a neat manner with sufficient supplies.
  • Assist with client/prospect meetings/luncheons, including set-up and clean-up.
  • Assist Officers with documentation and/or actions to satisfy Synoptic Account review updates.
  • Assist with administrative issues associated with year-end tax reporting.


Business Development and Brand Marketing:  (10%)

  • Take responsibility for ensuring that retail and commercial banking requests of TWM clients are properly fulfilled in a timely manner.
  • Assist calling Officers with sales process and events.
  • Assist Officers with presentation materials.  Review, order and maintain presentation material supplies.
  • Assist with Power Point presentation preparation.



  • Minimum of Associates Degree with additional secretarial training preferred; or previous related experience and/or training; or equivalent combination of education and experience.
  • Must demonstrate proficiency in Trust Accounting Platform and other systems which represent core elements of our work environment (will receive training).
  • Must have working knowledge of word processing, Excel spreadsheet, Power Point, and basic database management and presentation software. 
  • Must be able to operate PC and printers, transcription system, copier, adding machine and fax machine.



Job ID: 70780

Posted 23 days ago

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