Administrative specialist Jobs in Santa Rosa, CA

Trust Specialist

Job Category: Trust and Investment Management

Requisition Number: TRUST002747

Posted: May 4, 2026

Full-Time

On-site

Santa Rosa, CA 95401, USA +1 more locations

Description

Summary: The Trust Specialist will provide account maintenance and administrative assistance to assigned Trust Officers in managing all accounts, including more complex Irrevocable Trusts and Qualified Retirement Plans, and personally administer a basic account load of Personal Trust, Agency, Qualified Retirement Plan and IRA accounts. The ideal candidate will have experience and knowledge of real estate to support the Trust Officers in this area.

Essential Functions

• Account Management:
  • Independently administer a basic account load of Personal Trust, Agency, qualified Retirement Plan and IRA accounts as assigned by management.
  • Act as primary relationship manager with clients and third party vendors for assigned accounts.
  • Ensure assigned accounts' transactions and activities are in compliance with governing document, applicable laws and department policy.
  • Perform oversight and ensure creation and filing of appropriate tax documents for assigned accounts.
  • Complete entire annual account review process for assigned accounts including preparation of back up documentation, cash flow analysis, review of governing document, review of transactions, etc.
• Account Maintenance:
  • Initiate paperwork and ensure follow-up for written approval from co-trustees or authorized representatives when required.
  • Manage daily cash flow, request securities trades from Investments team and/or initiate money market and cash transfers to avoid overdrafts as needed
  • Forecast client cash needs for one to six months forward against reserves and provide estimates of liquidity needed to Trust Officers.
  • Process daily mail and recommend action on items received to assigned Trust Officers.
  • Perform system maintenance including account master and interested party updates as needed.
  • Complete account opening and closing processes as necessary, updates to trust accounting system.
  • Update pending disbursements and related records for invoices and distribution requests.
  • Review prior day transactions for accuracy and advise Trust Officer of any discrepancies.
  • Perform routine account file maintenance including imaging, paper filing, research and retrieval.
  • Act as liaison between Trust Officers and Trust Operations on issues related to account maintenance and transactions.
  • Direct calls and requests to appropriate Trust Officer.
• Account Administration:
  • Recommend strategies for problem resolution to Trust Officers and implement changes as needed.
  • Perform research in response to customer inquiries, including drafting routine correspondence on behalf of Trust Officer.
  • Prepare required backup documentation for annual account reviews and provide to Trust Officer.
  • Set up various types of accounts, close accounts and perform related follow-up.
  • Prepare required forms for reporting to Trust Operating Committee for account acceptance, opening, and closing as requested by Trust Officer.
  • Expand client relationships and develop a thorough understanding of client needs.
  • Process deposits and disbursements from accounts and track for timely receipt of required contributions.
  • Request trade recommendations from Investments team on behalf of Trust Officer as necessary.
  • Monitor completion of investment transactions for non-managed account transaction requests, including obtaining written confirmation of verbally directed trades.
  • Correspond with third party vendors such as TPAs, QRP Record-keepers, attorneys, CPAs, realtors, etc. in support of Trust Officer.
  • Assist Trust Officers with completion of annual reviews as requested, including preparation of back up documentation, cash flow analysis, review of governing document, review of transactions, etc.
  • Provide responsive client service in support of Trust Officer, by handling incoming telephone calls and responding to client inquiries as needed.
  • Perform research required for various Trust Operating Committee reports.
• Non-Essential Functions:
  • Perform other duties as assigned.

Minimum Qualifications

Education & Experience: Associate's degree in accounting, business administration, or related field and two years' experience in an administrative support role or Trust Administration role. Real estate knowledge and experience highly preferred.

Physical Requirements: Ability to stand, bend, stoop, sit, walk, twist and turn. Ability to lift up to 15 pounds occasionally. Indoor office work environment with a majority of time sitting at a desk.

Compensation:

The hiring range for this position is to $22.00 to $33.00 per hour. The compensation offered will fall within this range, commensurate with the candidate's applicable experience, education and skills.

Services You Can Trust:

Exchange Bank Trust & Investment Management provides a full host of personal trust and estate settlement services designed to create and maintain financial security for our clients and their families.

Since 1963, Exchange Bank has helped clients achieve their goals of preserving, growing, and transferring wealth from one generation to the next. Today, our team of experienced professionals provides services in the areas of Trust Administration, Estate Settlement, Investment Management, and Retirement Plan Management.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.