Estate Administrative Specialist

JOB SUMMARY:

Performs a range of complex, technical, and confidential administrative tasks essential for the efficient functioning of the Business Administration (BA) office. Manages and processes all estate and trust (“legacy” or “legacies”) matters, including planning, coordinating, and evaluating the administration of various legal documents related to legacies in collaboration with external legal counsel, in-house General Counsel, investment firms, financial institutions, and provides assistance to Territorial Headquarters and Third-Party Gift Administrators/Advisors. Responsibilities include typing, filing, processing paperwork necessary for office operations, maintaining electronic legacy files, answering telephone inquiries with information about office operations and services, and handling incoming and outgoing mail related to legacies.

Handles and processes legacy related matters with a comprehensive understanding of legal terminology and concepts of probate all legacy matters, managing often complex, technical, and confidential legacy issues, 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 received from and going to attorneys, personal representatives, financial institutions, etc.; interprets legacy documents, including wills, trusts, annuities, and life insurance requests; assigns charges to territories per policy. Prepares and sends relevant correspondence to territories when applicable.

Records 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.

Coordinates with legal counsel to assist National Headquarters in legacy matters, including mediations, trials, estate counsel, and asset liquidations. Monitors their compliance as it relates to the Army requirements. Maintains contact with legacy attorneys, third party gift administrators, beneficiaries, and related organizations affiliated with legacies, Acts as a liaison between the National Treasurer and Secretary for Business Administration (NT/SBA) and these attorneys, informing them of outstanding legacy items and following up as needed.

Manages Legacy email and correspondence.

Collaborates with the General Counsel on legacy matters managed by or through the NT/SBA Section; maintains a tracking system to support General Counsel on legacy matters.

Prepares materials and reports for presentation to the National Corporation Board of Trustees regarding current legacy income; responsible for maintaining and updating all legacy activities, including recording current information in the Estate Management system; reviews legacy distribution spreadsheets and ensures the information is documented accurately.

Supports 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 backup documentation in files, and ensures that payments are made accurately and on time.

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

OTHER RESPONSIBILITIES:

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

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.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

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

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