Capital City Trust Company - Administrative Assistant III

Hours: Monday - Friday 8:00 a.m. - 5:00 p.m.

General Summary:

Performs highly diverse administrative duties. Works with Trust Company officers by providing assistance with administration of trust accounts including, but not limited to, general administrative responsibilities, preparation of correspondence, maintenance of database, and payment of bills. Deals directly with clients, attending to their everyday needs and circumstances. Uses own discretion as to work procedures and prioritization of work to be accomplished, and is able to make certain decisions in absence of trust officer. Poise and diplomacy required in dealing with high net worth clients, as well as others.

Compliance with all banking regulations is mandatory. All associates at Capital City Bank have access to confidential client information, and must practice discretion at all times.

Principal Duties and Responsibilities:

• Review daily cash reports to maintain appropriate account liquidity. Is authorized to make decisions on account liquidity to meet an immediate need, and will report findings to trust officer.
• Review daily overdraft report and make any necessary adjustments.

o Understands which Trust accounts to cover in OD situation based on interpretation of documents and type of Trust account

• Review daily transaction report and make any necessary adjustments.
• Review system reports on a daily basis to ensure all necessary steps are taken in a timely manner.
• Works directly with Delivery to ensure (new and existing) client account information is timely and accurately set up within the Retail system.
• Maintain suspense files to ensure proper follow-up is completed.
• Pull and prepare monthly administrative reviews for trust officer. Prepare any necessary forms and provide all backup, including account filing, for trust officer to complete reviews prior to deadline.
• Prepare discretionary distribution requests, collect pertinent data, and submit all to Discretionary Distribution Committee for approval.

o In Administrator’s absence, can fully prepare and take to committee without Administrator’s input.

• Responsible for opening accounts in their entirety.

o In addition to new account paperwork, opens accounts in the Trust accounting system; there are many steps to ensure compliance with Trust regulations and internal policy and procedures.

• Responsible for closing accounts in their entirety.
• Assist trust officer in keeping accounts in compliance including, but not limited to, ensure that all forms, W-9s, ACH agreements, non-discretionary assets, tax reporting, etc. are in compliance.
• May provide training to new hires serving in the trust assistant role.
• Provides Special Projects assistance to Trust Officer.

Employer determines the essential functions of the job.

All associates must understand and adhere to the non-negotiable Banker Standards and commit to practicing SGNNT (smile, greet, name, name, thank) at all times. Associates will consistently follow policies and procedures as established by Capital City Bank, with department managers setting the standard.

Associated Duties:

Provides additional support to manager and department colleagues.

Completes all assigned/required Bank training within established timelines.

Knowledge, Skills and Abilities (KSAs) Required:

The following KSAs are usually acquired through work experience and/or specialized course(s):

1. Ability to work independently and exercise discretion with minimal input from management.
2. Demonstrates responsible judgment.
3. Ability to effectively prioritize.
4. Ability to effectively multi-task throughout the day.
5. High level of computer skills, including effective use of Microsoft Word and Excel.
6. Demonstrative Excellent written and oral communication skills in dealing with variety of clients and community members.
7. Detailed oriented and sensitive to time deadlines.

Education:

Associates or Bachelor’s degree preferred. A graduate of the FBA’s Florida Graduate Trust School or ABA’s National Graduate Trust School is a plus. Must have at least ten (5-7) years of prior trust or financial industry experience, preferably in dealing with high-end clients.

Working Conditions:

• Highly professional office setting.
• Overtime may be required.
• Occasional travel required.
• In the rare instance of a major or extensive natural disaster, epidemic or pandemic occurrence, or other disruption within our footprint, it may be necessary for associates to relocate or telecommute before, during or after, to ensure business continuity.

Capital City Bank associates are our greatest asset. We offer the following benefits:

*Medical, Dental and Vision *Life Insurance *401(k) with Matching *Flexible Spending Accounts *Tuition Assistance *Stock Purchase *Discounts on Products and Services

EOE/Protected Veterans/Disabled/Drug Free

The above declarations are not intended to be an “all-inclusive” list of the duties and responsibilities of the job described nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job.

THIS JOB DESCRIPTION DOES NOT CONSTITUTE AN EMPLOYMENT AGREEMENT. This job description does not restrict Capital City Bank from the ability to assign, reassign or eliminate duties and responsibilities of this job at any time. This job description describes the current assignment of essential functions. These functions may change at any time as the needs of the Bank or department change or for other reasons deemed appropriate.

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)