Trust Assistant

FUNCTION:

Provides administrative support to the entire team at Achieva Family Trust by coordinating communications with potential and current trust beneficiaries and/or their professional representatives. Acts as the first point of contact with clients prospective clients and/or their representatives who contact Achieva Family Trust. Reports to the Trust Administrative Supervisor.

RESPONSIBILITIES:

1. Provides primary contact for telephone email fax and other inquiries to Achieva Family Trust.

2. Provides information regarding the services of Achieva Family Trust and responds to specific questions regarding an individuals trust such as the status of disbursements or trust balance.

3. Expedites responses to inquiries by evaluating the nature of the contact and determining the appropriate disposition.

4. Communicates with Trust Administrators for additional information related to disbursement requests and other information necessary for the administration of beneficiaries trust accounts.

5. Maintains the accuracy of current information regarding trust beneficiaries demographic information.

6. Facilitates the process of welcome packet information to new trust beneficiaries and their representatives.

7. Prepares general correspondence regarding Achieva Family Trust.

8. Coordinates the dissemination of information and contacts for Achieva Family Trust Board meetings and other events. Also arranges and prepares for Board events. May be required to attend Board and Board Committee meetings. Prepares accurate and complete meeting minutes and arranges for the appropriate archiving of the Board materials.

9. Prepares Agenda and minutes for monthly Achieva Family Trust staff meetings.

10. Assists in the preparation of material and staffing of various vendor events and presentations; attends such events as needed.

11. Monitors various Achieva Family Trust email accounts and takes appropriate steps to ensure timely responses and distributions of material.

12. Assists with the review organization and tracking of receipts for beneficiary purchases. Scans and uploads documentation into beneficiaries electronic files including current and historic files to continue to pursue an electronic resource system.

13. Responsible for ensuring accurate naming convention and placement into the correct file. Maintains database and provides reports as needed.

14. Assists staff by opening and distributing mail to the appropriate staff member.

15. Completes business account orders tracking spreadsheets and follow up as needed.

16. Assists with activities related to the operation of the Charitable Residual Account including purchasing.

17. Assists in maintaining the office calendar and AFT website content as well as internal forms and spreadsheets.

18. Performs routine office functions such as copying filing scanning ordering supplies completing purchase orders and other service requests to support the proper functioning of the office.

19. Provides periodic coverage for the Achieva receptionist for lunches breaks and days off.

20. Performs other duties as assigned. This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

Equivalent of an associate degree in business accounting or human services. Experience in the disabilities field preferred. Proficient computer skills required (Google Workspace and Microsoft Office including Excel). Excellent interpersonal and customer service skills necessary. Satisfactory Act 33 Act 34 and FBI clearances required. Achieva pays for all necessary clearances.

Achieva is an affirmative action and equal opportunity employer (EOE) and an Employer Partner. All qualified applicants will receive consideration for employment without regard to race color religion sex disability age sexual orientation gender identity or expression national origin veteran status or genetic information. Achieva is committed to providing access equal opportunity and reasonable accommodation for people with disabilities in employment its services programs and activities. To request a reasonable accommodation contact the Human Resource Department 650 or