Estate & Legacy Specialist

JOB SUMMARY:

Performs a variety of complex/technical and confidential administrative work necessary for the smooth operation of the Business Administration (BA) office; executes and processes all estate and trust (“legacy”) matters, with limited supervision, including planning, coordinating, and evaluating the administration of a broad range of legal documents related to estate and trust gifts, with outside legal counsel and/or in-house General Counsel, investment firms, financial institutions and provides assistance to Territorial Headquarters and Third-Party Gift Administrators/Advisors; performs typing and filing; processes a variety of paperwork necessary for office operations; maintains the electronic legacy files; answers the telephone and provides general information regarding the office operations and/or services; processes incoming/outgoing mail for the BA office. Works directly with hotels and outside groups to prepare for meetings; serves as backup to the Executive Assistant when not available; provides training and supervision of any temporary departmental personnel in the absence of the Executive Assistant.

ESSENTIAL FUNCTIONS: This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. You may be requested to perform job-related responsibilities and tasks other than those stated in this position description.

Estate and Trust Administrator Executes and processes with understanding of Legal Terminology and concepts of probate all legacy matters, often complex/technical and confidential in nature; process invoices, receipts, and reports for legacy matters including but not limited to checks, client fees, donated monies and/or trust monies.

Reviews all documents and correspondence for accuracy received from and going to attorneys; interprets wording in estate documents, including wills and trusts; works with the National Treasurer and Secretary for Business Administration (NT/SBA) to determine which charges to assign to territories according to policy. Prepares and sends related correspondence to the territories, when applicable.

Record incoming legacy related correspondence and checks; inputs data into the Estate Management system; Composes, prepares, researches, scans, proofreads, types and/or edits a variety of correspondence related to legacies, annuities, life insurance, retirement accounts, collection notices, proposals, contracts, estate receipts and oil and gas leases from estates.

Arranges for legal counsel to assist the National Headquarters as needed in the estate process e.g., mediations, trials, estate counsel, asset liquidations, etc. and monitors their work as it relates to the Army requirements. Maintains contact with legacy attorneys and their staff, third party gift administrators, beneficial parties, and outside organizations as affiliated with legacies; serves as liaison between the NT/SBA and such attorneys; informs NT/SBA and/or Counsel of outstanding legacy items, follows-up as necessary through the NT/SBA and/or directly with those attorneys.

Works with the General Counsel on legacy matters that are handled by or through the NT/SBA Section; maintains a bring-up system to assist the General Counsel on legacy matters.

Prepares materials/reports for presentation to the National Corporation Board of Trustees regarding current legacy income; responsible to maintain and keep current all legacy activity including recording current information in the Estate Management system; reviews legacy distribution spreadsheet and ensures the information is documented accurately.

Assists Finance with legacy matters during financial statement preparation, and external and internal audits.

Processes invoices for payment; prepares requisitions and check requests; receives and processes checks to pay bills; maintains appropriate back-up paperwork in files and ensures that payments are made in an accurate and timely manner.

Collects and compiles information from the territories relating to the TL Williams Trust for the annual meeting.

Serves as a Notary public.

Sr. Administrative Specialist

Receives and processes mail; ensures that all mail received is forwarded to the appropriate person and/or destination; prepares outgoing mail.

Performs routine filing of a variety of correspondence; maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and efficient manner; research files to locate specific information; photocopies, scans, and/or shreds a variety of items including correspondence, forms, reports, and documents.

Serves as coordinator and liaison for Sectional conferences/committees, seminars and special meetings; available for research by conferences/groups meeting at National Headquarters, makes copies and prepares documents for the groups as needed; advises hotels of any changes in plans for attendees; arranges for meals, coffee breaks, lodging, meeting rooms, transportation, all needed equipment and supplies; records pertinent information in accordance with established procedures; prepares correspondence acknowledging the receipt and processing of the same.

Assists the Executive Assistant with maintaining the departmental email account.

Answers telephone in a courteous and tactful manner; provides accurate and complete information regarding the office operations and/or services.

In the absence of the Executive Assistant, provides training and supervision of any temporary departmental personnel.

Performs various clerical and secretarial support work associated with special projects, seasonal events, and conference and committee meetings; assists in coordinating arrangements as necessary.

Maintains NT/SBA’s schedule/calendar; submits leave request for the NT/SBA in the Out of Office calendar in Quickbase; schedules NT/SBA’s travel arrangements (may include other individuals) including flights, hotels and local transportation; maintains travel schedules.

Serves as Secretary for Safety Committee.

Monitors NHQ Bulletins for current Farewells and Retirements for the handling/ordering of pictures, gifts etc.; Collects contributions towards farewell, retirement, and the national leader’s Christmas gifts.

Responsible for distribution of audited financial statements and the national annual report to various organizations, distributes yearbooks for the department, as well as to other agencies.

OTHER RESPONSIBILITIES:

Orders office supplies, equipment, and any other special items required for the BA Section to ensure the inventory is maintained at a level to meet the needs of the department.

Assists in ensuring that meeting rooms are properly set-up and cleaned before and after meetings; arrange prepared food and drink as necessary.

Serves as backup to the Executive Assistant.

Serves as the backup for front desk coverage as needed per the Front Desk and Mail Room Coverage policy. The Receptionist will greet, assist, and provide direction and information to clients, visitors, and other guests of the organization and provide assistance to callers and visitors by answering questions and directing calls appropriately.

Performs other related work as required.

MATERIALS AND EQUIPMENT USED:

Computer Photocopy Machine Paper Shredder Calculator Fax Machine Scanner

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

High school diploma or G.E.D.

and

four years’ experience performing a wide variety of progressively responsible administrative and

technical support work characteristic/unique to this office/department’s

purpose,

or

any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

LICENSES AND CERTIFICATIONS:

Notary – obtained upon hiring.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of general office practices and procedures.

Must be detail oriented with the ability to produce accurate and complete work, including but not limited to an organized filing system.

Knowledge of basic mathematics.

Proficient in Microsoft Word and Excel.

Ability to identify key issues and concerns relative to estate matters requiring escalation to management.

Ability to answer the telephone in a courteous and tactful manner.

Ability to maintain the confidential nature of the work.

Ability to follow instructions, plan and organize work, and work under limited supervision.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language.

Ability to perform routine mathematical computations.

Ability to enter information into a computer.

Ability to sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including a telephone, computer, and adding machine.

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.

Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (less than 25 lbs.) 5-10% of work time.

WORKING CONDITIONS:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in weather.

The Salvation Army reserves the right to reassign, revise the job or to require that different or additional tasks be performed based on the organization’s need or when circumstances change.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.