THQ Trust & Gift Administrator EX

DEPARTMENT:                  GIFT SERVICES

POSITION TITLE:               TRUST AND GIFT ADMINISTRATOR

STATUS:                              EXEMPT

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.

POSITION DESCRIPTION:

Execute all phases of gift processing relating to charitable remainder trusts, charitable gift annuities, outright gifts, and payable-on-death gifts, including complex gift calculations and valuations.  Transfer and liquidate real estate, life insurance contracts, mineral interests, stocks, bonds, mutual funds, and other assets donated to The Salvation Army. Provide support to the Gift Services Department to help ensure that the needs of all clients are served.

EDUCATION AND WORK EXPERIENCE

• Minimum of five (5) years of experience in one or more of the following fields: Finance, Banking, or Legal
• Five years of general office experience
• Bachelor’s Degree in a business-related field preferred

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Excellent oral and written communication skills including spelling and grammar.
• Must possess good analytical skills.
• Ability to initiate correspondence and communicate complex issues.
• Demonstrated ability to solve problems and to negotiate with public and private entities.
• Must be detail oriented with the ability to produce accurate and complete work.
• Excellent customer service skills and mindset.
• Ability to work effectively as a team member.
• Working knowledge of basic accounting methods and procedures.
• Proven ability to work with limited direction.
• Ability to think independently and make decisions using sound and logical judgment.
• Ability to work in a fast-paced environment and maintain poise under pressure.
• Ability to manage workload effectively, includes planning, organizing, setting reasonable priorities and meeting deadlines.
• Ability to research and perform due diligence.
• General knowledge of business protocols.
• Ability and willingness to keep information confidential.

SOFTWARE RELATED SKILLS

Proficiency in Microsoft Word, Microsoft Excel, Microsoft Access, Power Point is desirable.  Ability and willingness to learn new software programs and databases.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Execute and Process all Charitable Gift Annuities and Charitable Remainder Trusts

• Review gift annuity and charitable remainder trust applications for completeness and accuracy.  Initiate gift set up with Kaspick and Company.
• Receive funding assets and ensure efficient asset transfer to financial custodian.
• Liquidate all non-liquid funding assets such as real property, stocks, bonds, mutual funds, and other assets.
• Communicate with Directors of Gift Planning and/or clients to resolve outstanding issues and questions.
• Using software such as Crescendo or PG Calc, perform gift calculations to determine payments, charitable tax deductions, etc.
• Create gift annuity agreements.
• Using Charitable Remainder Trust Agreements and Gift Annuity Agreements, initiate appropriate correspondence to all parties as required, including donors, beneficiaries, Director of Gift Planning, custodian, brokers, mutual fund companies and advisors.
• Obtain charitable remainder distribution amounts from Kaspick and Company on all gift annuities and charitable remainder trusts and provide required information for the withdrawal and distribution of charitable remainder funds. 

Execute and Process all Outright Gifts and Payable-On-Death Gifts

• Manage the transfer and redemption of securities, ensuring the timeliness of the transactions.
• Monitor divisional UBS brokerage account daily activity and ensure the timely sale and valuation of securities.
• Work with external vendors in the liquidation of assets gifted to The Salvation Army.
• Collect information from various sources (field staff, trustees, executors, title companies, real estate brokers, financial institutions, appraisers, etc.) and analyze information to determine market value, environmental issues, etc.
• Obtain Broker’s Market Analysis and research title and cure title defects as necessary, coordinating with title companies and county, state and federal agencies.
• Draft Gift Services Committee items for review and acceptance of assets.
• Oversee transfer of assets, including the drafting of required legal documents, tax forms, change of ownership, recording of deeds, conveyances, title insurance and insurance procurement as necessary. 
• Assist with the review of listing and purchase and sale agreements, counter offers and oversee escrow process through closing, including examination of escrow instructions for accuracy. 
• Responsible for managing income and expenses of all real estate assets, including promissory notes secured by deeds of trust.
• Responsible for database input and data integrity pertaining to all outright and payable-on-death gifts.
• Responsible for maintaining accurate and timely donor information in database systems as it pertains to outright gifts.

Execute and Process Gift Terminations, Revocations and Distribution of Funds

• Provide accurate and timely information to Kaspick on all gift terminations.
• Initiate communication verbally or in writing, with all parties as required including donors, Planned Giving Directors, appropriate divisional staff, and advisors on all gift terminations.
• Recover overpayments as necessary from decedent’s estate.
• Provide date of death valuations to financial advisors, executors, etc. as required.
• Re-calculate charitable deduction in a timely fashion to meet tax deadlines.
• Process revised 1099’s.
• Prepare distribution correspondence to facilitate the withdrawal and distribution of funds from the Gift Annuity Pool account and charitable remainder trust accounts.

Other Duties

• Assist with the preparation and review of quarterly and annual filings with the Department of Insurance.
• Answer incoming phone calls from donors, field personnel and advisors and determine the most appropriate resolution.
• Respond to donor and client inquiries and perform research as necessary.
• Enter and maintain accurate and up to date information on all gifts in Access database and the Gift and Estate Management System.
• Enter all gift processing tasks in GEMS Database to ensure timely follow up.
• Produce and assist in developing accurate, timely and effective reports as required.
• Initiate correspondence as requested.
• Assist in the development of Policies and Procedures related to gift processing.
• Serve as back-up to others in the Gift Services Department as necessary.
• Perform other special projects and administrative functions as requested.

Work Habits                                  

• Must adhere to all policies and procedures of The Salvation Army.
• Must maintain courteous and cooperative manner with all external and internal clients and demonstrate respect and a positive attitude toward them 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 by arriving and leaving work on time; by taking the allotted time for lunch and breaks; and by limiting personal telephone calls and socializing to break periods.
• 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 on all donor matters.

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 Gift Administrator is speaking.
• Capable of dialing 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 Gift Services Department.
• Ability to access and produce information from a computer.
• 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.

PHYSICAL REQUIREMENTS:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation.  A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position.  The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

• 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 operate telephone.
• Ability to operate a desktop or laptop computer.

• Ability to lift up to 25 lbs. (usually file boxes).
• Ability to access and produce information from a computer.
• Ability to understand written information.

REPORTS TO:   DIRECTOR OF OPERATIONS & ADMINISTRATION