ABOUT THE POSITION

The Estate & Fiduciary Services Specialist serves as the credit union's subject matter resource for deceased member administration and power of attorney (POA) intake and review. This position is responsible for reviewing legal documents, conducting due diligence, ensuring compliance with applicable laws and credit union policies, and providing guidance to internal business units and members regarding estate, fiduciary, and agency relationships. This position will provide timely review and process notifications of member deaths, POAs and general fiduciary and legal documentation, including verifying supporting documentation and completing the required intake procedures. Additionally, this position supports frontline staff and business units by answering questions regarding POA authority and account access and stays current on applicable laws, regulations and industry best practices affecting estate administration and agency relationships.

NORMAL DAY-TO-DAY WORK

1. Analyze ownership structures, beneficiary designations, payable-on-death (POD) arrangements, trust ownership, and account titling to determine proper disposition of funds.
2. Review and process death certificates, letters testamentary, letters of administration, small estate affidavits, other estate documents, and other fiduciary documents, including trusts, guardianships, conservatorships and court orders. Communicate acceptance requirements and documentation needs to members, agents, attorneys, and internal staff.
3. Coordinate account restrictions, freezes, closures, and distributions in accordance with applicable laws, regulations, and credit union policy.
4. Communicate with executors, administrators, personal representatives, heirs, beneficiaries, attorneys, and internal stakeholders.
5. Research account relationships and identify potential issues involving joint ownership, beneficiary claims, deceased borrowers, collateral interests, and outstanding obligations.
6. Maintain accurate records and documentation supporting estate administration decisions, approved and denied POA reviews and supporting documentation. Maintain confidentiality of sensitive member and legal information.
7. Review powers of attorney for completeness, validity, and acceptance under applicable law and credit union policies. Analyze POA provisions to determine the authority granted to agents and any limitations on that authority.
8. Identify circumstances requiring additional legal review, including trust-related powers, gifting authority, fiduciary authority, self-dealing provisions, and unusual or conflicting language. Escalate complex or high-risk matters to Legal, Compliance, or management as appropriate.
9. Assist with development and maintenance of procedures, forms, and job aids related to estates and fiduciary relationships. Identify process improvement opportunities and recommend operational enhancements.
10. Take ownership for actions, decisions, and results; openly accept feedback and demonstrate both the willingness and ability to improve.

JOB QUALIFICATIONS 

Here are a few qualifications you MUST have to be qualified for this position.  

1. Associate's in Paralegal Studies, a North Carolina Bar Certified Paralegal designation, a national paralegal certification approved by the North Carolina Board of Paralegal Certification, and/or a minimum of 4-6 years of experience at a law firm or financial institution handling estate administration, deceased member processing, powers of attorney and/or trust administration. 
2. Experience reviewing and interpreting legal documents.
3. Excellent verbal, written, telephone, and interpersonal communication skills.
4. Ability to function in a Consumer business office environment and utilize standard office equipment including but not limited to: PC, copier, telephone, etc.
5. Ability to lift a minimum of 25 lbs. (file boxes, computer printer).
6. Travel required on occasion.

Here are a few qualifications we’d LIKE for you to have.  

1. BA or BS degree in Paralegal/Legal Studies, Business or a  related field.
2. Experience working in a credit union, bank, trust company, law firm, or estate administration practice.
3. Knowledge of probate, estate administration, powers of attorney, trusts, guardianships, and fiduciary relationships.
4. Experience interpreting account ownership structures and beneficiary designations.
5. Familiarity with state probate laws and financial institution requirements related to deceased members.

OUR CULTURE

Our organization believes we can all do well by doing good. We value the contributions of diverse minds and prioritize the success and wellbeing of our employees. We also believe every person in our organization plays a role in supporting a healthy environment and helping to achieve our goal of prosperity for all. To this end, we recruit bright, energetic, and talented people to be members of our team. In return, we offer a dynamic workplace that presents opportunities for professional advancement and individual growth. We strive to always display integrity, self-awareness, courage, and respect for one another while continuing to seek opportunities to learn. We really believe that when our employees succeed, our community wins. 

If you have questions about this position description, please feel welcome to ask. You can reach HR at:  

Human Resources

3600 Wake Forest Rd

Raleigh, NC 27609 

careers@civicfcu.org