DEPARTMENT: GIFT SERVICES DEPARTMENT

POSITION TITLE: ESTATE ADMINISTRATOR

STATUS: EXEMPT

Pay Range: $72,000-$82,000 DOE

MISSION STATEMENT

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by love for God. Its mission is to preach the gospel of Jesus Christ and meet human needs in his name without discrimination.

SCOPE OF POSITION

Provide appropriate estate administration services as assigned. Process trust and estate gifts with accurate and timely identification, valuation and disposition of assets. Work independently but always under the direct supervision of Executive Director, Gift Services.

EDUCATION AND WORK EXPERIENCE

• College education or paralegal certification from an ABA certified school, preferred
• Minimum five years’ experience in probate and trust administration, accounting, finance, banking, or tax background, preferred

SOFTWARE-RELATED SKILLS

• Microsoft Outlook, Word and Excel required
• Microsoft Access helpful

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Working knowledge of diverse software applications and ability to use new software programs and databases with basic training
• Understanding of legal terminology and concepts of probate and estate administration process
• Understanding of basic accounting methods and procedures
• Must be detail oriented with the ability to produce accurate and complete work
• Excellent oral and written communication skills, including spelling and grammar
• Ability to initiate correspondence and communicate complex issues
• Excellent telephone skills
• Excellent customer service skills and mindset
• Ability to think independently
• Ability to identify key issues and concerns relative to estate matters requiring escalation to management
• Ability to perform thorough self-review and strong attention to detail
• Ability to manage multiple projects to completion on a timely basis
• Ability to work in a fast-paced environment and maintain poise under pressure
• Possess proficient and accurate typing skills
• Ability to research information
• General knowledge of business protocols

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Execute and process all matters pertaining to trust and estates
• Enter tasks in the Gift and Estate Management system (GEMS) and ensure timely follow up for all estate files
• Initiate new gift set up and maintain accurate and complete data in each gift
• Create assets and valuations in GEMS in accordance with Financial Accounting Standards Board (FASB) requirements and TSA policy
• Create and maintain accurate, timely and complete notes in GEMS database pertaining to estate matters
• Monitor workflow and use GEMS task and reporting tools to ensure estate matters are handled in an accurate and timely manner
• Initiate correspondence
• Review estate accountings to ensure fees are appropriate and TSA is receiving the correct distribution
• Review attorney receipts for appropriateness and execute / return them in a timely manner
• Initiate the sale and liquidation of assets and follow to completion
• Write up items for review by the Gift Services Committee
• Review and have documents for the sale and liquidation of assets executed and returned
• Answer incoming calls from field personnel and advisors and determine the most appropriate resolution
• Respond to inquiries in a courteous and expedient manner and perform research as necessary
• Assist in the development of policies and procedures related to estate processing
• Serve as a backup to others in the Gift Services Department as necessary
• Perform other special projects and administrative functions as requested
• Enter and maintain accurate and current information on all gifts in the GEMS database

• Escalate issues and concerns to management for resolution

WORK HABITS

• Must adhere to all policies and procedures of The Salvation Army
• Must maintain courteous and cooperative manner when working with others and demonstrate respect and a positive attitude at all times during the assigned workday
• Must be a team player, take initiative, and be flexible in assisting others to the best of their ability to ensure an accurate work product
• Must be organized in work areas, files, etc., contributing to the efficiency and accuracy of work within the assigned workday
• Must be able to comprehend assignments or to ask for clarification in a clear and concise manner until the assignment is understood
• Must exhibit dependability and availability to the divisional staff as well as supervisors regarding assignments
• Must engage in conduct that enables administration to achieve its goals of providing a professional work environment; conduct must not be disruptive to that environment
• Must be willing to put forth best effort at all times during assigned workday
• Must maintain confidentiality

BASIC FUNCTIONS/REQUIREMENTS

• Willingness and capacity to stand or sit for extended periods of time throughout the day
• Capacity to communicate and enunciate adequately, in person or via telephone, in a manner that can be understood by those with whom the Estate Administrator is speaking
• Capacity to dial or otherwise using a telephone to place, receive or transfer calls inter- and intra-departmentally, perform elementary programming of telephone function buttons
• Ability to load and to change settings, devices, fixtures, etc. on various types of equipment used in and around the Estates Management Unit
• Ability to interact in an appropriate manner with staff and field personnel
• Ability to physically reach forward, up, down and to the side
• Ability to understand written information
• Willingness and capacity to travel unaided to offsite locations
• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead
• Ability to lift up to 25 lbs. (e.g. file boxes)
• Ability to access and produce information from a desktop or laptop computer

SUPERVISOR: Executive Director, Gift Services

Experience

• 5 year(s): Experience in probate and trust administration, accounting, finance, banking, or tax background

Education

• Associates or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)