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Hills Bank Trust Administrative Assistant in North Liberty, Iowa

Trust Administrative Assistant

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  • North Liberty, IA, USA

  • Hourly

  • Full Time

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    SCHEDULE: Full-time ; Monday through Friday (8 :00 am - 4:30 pm) Average of 40 Hours/week

    BENEFITS: Our employees are our most valuable assets, so we invest in them with a comp rehensive and competitive benefits package. Our philosophy of taking care of the customer extends to taking care of our employees so that they, in turn, can take good care of themselves and their families. Join Hills Bank and let us surprise you with even more perks!


    Responsible for assisting Trust and Wealth Management Officers in the management of existing customer relationships, maintenance of customer account files and relationships in conformity with bank policy and regulatory requirements, and development of new customer relationships.


    Account Administration and Training: (60%)

  • Be proactive in presenting solutions/suggestions to problems or improving office efficiency.

  • Prepare customer account review materials.

  • Update remittances and systems maps to reflect customer preferences.

  • Prepare IRA forms and issue IRA distributions.

  • Coordinate with customers for Required Minimum Distributions (RMDs).

  • Complete filing and/or scanning on a timely basis, and retrieve imaged documents from Joshua and OnBase.

  • 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.

  • 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 on behalf of officers, including email and faxes.

  • Maintain tickler system of customer birthdays, important events and customer meetings for officer.

  • Develop knowledge of customer base and provide the primary point of contact and service to customers.

  • Conduct research on file history in preparation for customer meetings or in response to auditor inquiries.

  • Have a working understanding of Trust accounting and document imaging systems, and core banking system.

    Departmental Service Delivery: (30%)

  • Answer and screen Trust and Wealth Management telephone calls, and arrange conference calls.

  • Process monthly account administrative reviews and maintain log of action steps to improve documentation.

  • Greet scheduled visitors and conduct to appropriate area or person.

  • Assist in answering questions presented by individuals through the Hills Bank call center.

  • Coordinate officers' schedule and make appointments.

  • Coordinate and arrange meetings, prepare agendas and participant packets, reserve and prepare facilities, record and transcribe meeting minutes, and maintain committee files.

  • Read and route incoming department mail.

  • Order and maintain supplies, and arrange for equipment maintenance.

  • Maintain conference rooms in a neat manner with sufficient supplies.

  • Assist with customer/prospect meetings/luncheons, including set-up and clean-up.

  • Assist officers with documentation and/or actions to satisfy account administrative review updates.

  • Assist with administrative issues associated with year-end tax reporting.

    Business Development and Brand Marketing: (10%)

  • Responsible for ensuring that retail and commercial banking requests of TWM customers are properly fulfilled in a timely manner.

  • Assist officers with sales process and events.

  • Assist officers with presentation materials, including PowerPoint presentations.


  • Minimum of Associate's Degree with additional secretarial/administrative professional 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, PowerPoint, and basic database management and presentation software.

  • Must be able to operate PC and printers, transcription system, copier, adding machine and fax machine.