Specialist, Private Trust Services

Department: 

The Private Trust Company of Oxford™ 

Reports To:

CEO, Private Trust Company of Oxford

FLSA Status:

Non-Exempt

POSITION SUMMARY

The Specialist, Private Trust Services supports the Officers, Private Trust Services with the administration of all trusts. Executes various processes and procedures designed to ensure that all trusts are administered according to the terms of the document and within the regulatory guidelines. Executes on operational activities related to account opening, administration, funding and disbursements/distributions. 

DUTIES AND RESPONSIBILITIES

Administration 

• Prepare annual and 60-day trust administrative compliance reviews for approval by the Officer, Private Trust Services and Compliance
• Interacts with Officer, Private Trust Services to coordinate daily client activity, oversees transaction processing, handles inquiry resolution and obtains appropriate documentation
• Handle all account opening and administration including initial set up in all systems
• Execute and reconcile all cashiering activities including systematic and discretionary distributions
• System administration including ensuring that all trusts are entered and coded into all of Oxford systems
• Maintains accurate account info, updating systems when necessary

ILIT Management 

• Completes account opening checklist and ensures all tasks are completed 
• Reviews accuracy of all policy details received or purchased and establishes on Fidelity
• Updates market value (cash values) in Fidelity whenever in force illustrations are obtained, no less frequently than annually
• Prepares and mails premium notices to grantors on a timely basis, taking into consideration the beneficiary withdrawal window
• Ensures payment of premiums (the contribution) are received in the proper timeframe to meet premium deadlines
• Performs proper follow-up as necessary for payments not received on time
• Prepares and mails crummey notices to beneficiaries within specified timeframe indicated in trust document
• Coordinates ILIT billing and maintains ILIT database
• Maintains complete and accurate ILIT files
• Changes addresses
• Pays bills
• Performs distributions

Coordinates The Private Trust Company of Oxford™ (PTCO) tax preparation and processing of payments 

• Tracks tax returns from PTCO outsource provider for review by Officer, Private Trust Services for all 1041 tax returns on Smartsheet
• Obtains sign off from Officer, Private Trust Services, prepares tax payments for tax due or refunds
• Generates year-end tax worksheets or supplemental reports for delivery to outsourced tax accountants
• Mails final returns to IRS, obtains appropriate postal receipts and places in file
• Reconciles and collects tax preparation fees
• Assists in estimated tax payments process 
• Works with Officer, Private Trust Services to generate estimated tax payments due, checks for cash availability and initiates appropriate cash needs
• Submits estimated tax payments and meets all reporting deadlines

Other duties 

• Assists with audit items (internal and regulatory) as needed from Compliance
• Assists with preparation of Call Report quarterly for submission to proper regulatory authorities
• Updates and maintains Delaware Trust assets and values
• Coordinates annual special asset fees
• Reviews and assesses legal documents to ensure the accuracy of systematic coding and ensure compliance
• Monitors and evaluates the impact of any changes in legal fiduciary, accounts and estates to ensure prompt action
• Prepares Investment Policy Statements for Officer, Private Trust Services and Managing Director signature

QUALIFICATIONS 

• College degree in a related field or equivalent experience in a related field
• 3+ years of financial services operational experience required
• Excellent written, verbal and interpersonal communication skills; able to interact effectively with internal and external stakeholders
• Proficient with Microsoft Office
• Highly organized and detail‑oriented; able to manage multiple priorities, tasks and deadlines concurrently
• Proven analytical and problem‑solving skills with ability to produce accurate, data‑driven work
• Professional demeanor with an uncompromising respect for discretion and confidential matters
• Able to work both independently and as part of cross‑functional teams; demonstrated ability to execute projects or workstreams and follow through to completion

WORKING CONDITIONS

• Long periods of sitting, utilizing a computer
• This is an onsite role working in from the office full-time