Temporary Records Management Specialist- Trust Operations

The experts at Baird Trust offer a broad array of customizable trust and investment management solutions to help clients build, and protect wealth. Whether they're setting up a trust that provides wealth for the next generation or creating a fund for their philanthropic efforts, our trust officers, and portfolio managers help tailor our client's plans to meet current needs and their future goals. To learn more about Baird Trust, click here.

Under general supervision, responsible for maintaining account and asset records. Duties include physical file management, optical scanning, and verification as well as record retention oversight. Other duties include production of trust checks and advices.

Manage all department files including:

• Physical and electronic account files for Baird Trust clients.

• Includes off-site storage of original legal documents, and microfiche.

• Oversight of document retention and destruction as defined by Baird Trust.

• Electronic files for Unique Assets held in client accounts.

• Manage special projects in document retention and archives management.

• Establish and implement organized systems to update and maintain files and records.

• Assist Estate Planning with Future Fee record keeping and maintenance, including offsite storage of original documents.

• Daily cash management including:

• Log and track deposit of checks received

• Follow up on outstanding checks received to ensure timely deposit of client funds

• Print and process checks

• Print and process trade and deposit advices

• Oversee bill payment processing

• Process requests for set up and maintenance of client and associate online access.

• Receive and reconcile invoices from vendors for payment.

• Receive, sort, and distribute incoming mail.

• Work with Operations leadership in consistently developing process improvements across Baird Trust functions.

• Provide cross training on functions and have knowledge of other functions within the team.

• Provide guidance and training to Trust Associates on Operations functions.

• Participate in special projects as needed.

• Operate standard office equipment and use required software applications.

• Perform other duties and projects as assigned.

Qualifications

• 12 month assignment

• Normal business hours, Monday-Friday

• Work full time from the Downtown Louisville Baird Office

• Experience with Microsoft Office Suite of products (Excel, PowerPoint, Word, Outlook, Access)

• Establishing, organizing and maintaining files, inventories and records.

• Advanced analytical skills with the ability to perform complex problem solving.

• Ability to handle multiple assignments; work under pressure and within deadlines and produce accurate, high-quality results.

• Strong communication and organizational skills with the ability to prioritize and complete multiple tasks under strict deadlines.

• Ability to work independently and effectively, relating to others to accomplish work responsibilities and objectives.

• Diverse understanding of operational procedures and processes.

• Highly motivated individual who has a desire to learn, and an ability to think creatively in a demanding environment.

Communication

Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and

helps them understand and retain the message.

Decision Making

Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints and probable consequences.

Managing Work

Effectively managing one's time and resources to ensure that work is completed efficiently.

Professional Knowledge & Skills

Having achieved a satisfactory level of technical and professional skill or knowledge in position-related areas, keeping up with current developments and trends in areas of expertise.

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Commitment to Inclusion & Diversity

Baird is committed to inclusion & diversity for our clients, our associates and the communities where we live and work. This commitment stems from our culture of integrity, genuine concern for others and respect for the individual. We view inclusion & diversity as an ongoing journey - one of shared responsibility, continuous improvement and a focus on progress. We invite you to join us as we work together to foster an environment where diversity unites rather than divides us. Learn more here.