Estate Settlement Specialist

Division: Wealth Management Services | Work Days: Monday – Friday | Hours: 8:00 am – 5:00 pm

About the role

Leader and subject matter expert of the Estate Settlement team. The position requires broad expertise in the administration of estates and terminating trusts. Administers estates and terminating trusts where the bank serves as executor/administrator and may assume responsibility for managing and administering complex fiduciary and agency accounts. Will meet with prospects, COIs, and banking partners to promote estate settlement services and drive future appointments and current business. Prepares and delivers professional oral presentations to external and internal audiences on estate planning and administration. Includes management of Estate Settlement Officer and Estate Settlement Associate.

Essential functions

• Manage and administer estates and terminating trusts in accordance with applicable documents and state law by reviewing wills, trusts, and asset information to determine acceptance suitability.
• Locate and communicate with beneficiaries and family members about the administration process and assets.
• Ascertain, marshal, and secure all estate assets.
• Hire and closely supervise all professionals (attorney, CPA, appraisers) necessary to the estate/trust administration.
• Collect information for inventory, appraisal, list of claims, and Form 706 estate tax return, including date‑of‑death valuations.
• Determine and pay decedent’s debts and examine all claims for validity.
• Determine disposition of property according to the governing documents and distribute property—including securities, real estate, oil and gas interests, partnership interests, business interests, and other assets.
• Seek ancillary probate proceedings in other states as necessary and engage out‑of‑state professionals while monitoring their work.
• Perform a variety of administrative duties such as reviewing affidavits, leases, deeds, and other legal documents; serving as subject‑matter expert on estate/probate law; reviewing 1040, 1041, and 706 tax returns and supporting documents; reviewing all transactions including beneficiary distributions; monitoring deposits and withdrawals of assets to the trust vault; arranging appraisals of real estate, antiques, coins, jewelry, automobiles, stocks, and bonds; engaging bank partner specialists to review real estate and oil‑and‑gas documents; meeting with Portfolio Manager on asset disposition and investment objectives; and controlling and maintaining all related files.
• Manage and direct fiduciary and agency accounts by reviewing client needs, providing information and assistance on taxes, investments, specialty assets, and estate planning, determining the best course of action, following up on service, and supervising the Estate Settlement Officer and Associate on all account matters.
• Serve as estate subject‑matter expert for the department and partner with advisory teams to meet prospects, COIs, and internal partners to promote services, review appointment documents with advisors, meet with drafting attorneys and clients, retain assets distributed to beneficiaries, engage Wealth Advisors and other team members, and ensure compliance with trust and related regulations.

Responsibilities

• Act as relationship manager, establishing and maintaining primary contact relationships with targeted customers to maximize lifetime value.
• Proactively provide a full range of financial and banking services with assistance from appropriate specialists.
• Build loyalty and drive profitable revenue growth by applying customer‑relationship management principles, including resolving immediate concerns, managing a portfolio of high‑value customers, and developing targeted client retention and expansion activities.
• Ensure coordinated and consistent messaging across all delivery and servicing channels.
• Demonstrate strong solution‑oriented sales and communication skills, establishing rapport and credibility with customers.
• Maintain a broad knowledge of financial services and products with a customer‑centric vision.