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Licensed Fiduciary

Council on Aging
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Licensed Fiduciary - Job Description

 

Title: Licensed Fiduciary 

Classification: Temporary Position (Approx. 7 months) 

Department: Fiduciary Services

Accountability: Reports to CEO

Salary Range: $36-$38 per hour or negotiable contract position 

 

Primary Function: Reporting to the CEO, the Licensed Fiduciary provides a mix of fee-based fiduciary services, information & referrals, and government-funded case management. Additionally, the Licensed Fiduciary serves as the supervisor for the Fiduciary Client Associate. The Licensed Fiduciary provides oversight and guidance related to fiduciary, estate administration, and active client issues, and takes the primary lead in oversight, task delegation, and follow-up. The Licensed Fiduciary has extensive interaction with clients, family members, community agencies, and the general public. They also serve as the primary contact for emergencies at night and on weekends and assume responsibility for the department, in conjunction with the President & CEO. 

 

Typical Work Conditions: Job is performed in an office but also includes driving to clients’ homes, banks, and other institutions to conduct business for clients. Additionally, the Licensed Fiduciary attends internal staff meetings, meetings with current clients, beneficiaries, inactive clients and prospective clients. These activities may take place in person or in a virtual setting. 

 

Responsibilities:

 

Fiduciary Services

  • Perform Successor Trustee, Executor, Conservator, Special Needs Trust Trustee, Power of Attorney for Finance, Agent for Advanced Health Care Directive, Rep Payee, and VA Rep Payee duties as directed by Estate Planning documents or other legal appointments which name Council on Aging of Sonoma County
  • Serve as the principle bank signatory and responsible for all tasks associated with this authority, including checks are issued correctly before signing 
  • Lead a team approach to client management
  • Responsible for task delegation to direct reports, along with follow-up around delegated tasks
  • Act as primary resource for direct reports 
  • Lead facilitation of  the on-boarding for new clients and all aspects of integration with Fiduciary Services system integration
  • Provide excellent and accurate communication to all internal and external partners
  • Develop and maintain positive relationships with active clients and their family members, beneficiaries, attorneys, accountants and other service providers to serve fiduciary clients
  • Review and approve internally generated client invoices monthly, client budgets annually,  and fiduciary accountings annually
  • Responsible for submitting check requests to the Fiduciary Accounting Manager for distributions and follow-up that checks are issued correctly
  • Maintain accurate and up-to-date client files through G Drive, Asana, Exact, adding and updating important dates to the Fiduciary Services Client calendar, along with ensuring direct reports maintain accurate client files
  • Maintain accurate and up-to-date billable hours, inputting into billing system daily 
  • Must follow proper department policies and procedures
  • Monthly billable time averages at 50%

 

Supervision

  • Direct reports include the Fiduciary Client Associates for care management and record keeping 

 

Other Responsibilities

  • As assigned 

 

Minimum Required Job Qualifications:

  • Current California Professional Fiduciary License
  • Must have held the license for a minimum of 12 months
  • Must maintain licensure during employment
  • Bachelor’s degree in a relevant field
  • 2 years’ experience with service to seniors or special needs clients
  • Proficient English language skills 
  • Pass a criminal background check
  • Pass physical and drug test
  • Hold and maintain a non-expired California driver's license 
  • Proof of personal auto insurance
  • Must be bondable 

 

Preferred Experience and Skills: 

  • Ability to move between leadership role and team member role as needed 
  • Ability to work in a team, accept direction, give direction, and follow required procedures
  • Provide analysis of a various fiduciary situations, research appropriate solutions then provide and/or execute direction
  • Can create and maintain appropriate professional boundaries
  • High capacity for multitasking and prioritizing
  • Excellent customer service skills, high standard for accuracy, attention to detail
  • Proactive in learning and ensure following internal policies & procedures 
  • Knowledge of State of California Probate codes & fiduciary court reporting requirements
  • General investment knowledge including the prudent investor rule
  • Interest working with a diverse populations who are elderly, housing and/or food insecure, physically handicapped, mentally ill, drug or alcohol dependent, along with various other special needs 
  • Experience with County (Sonoma preferred), state and federal regulations and referral procedures for senior services such as SSA/SSI, VA, IHSS, MSSP, MediCal, Medicaid, APS, Ombudsman and others
  • Professional presentation, demeanor, language and writing skills
  • Knowledge of computer usage, cloud-based software and ability & interest to learn new programs
  • Flexibility to changing procedures and programs used to service clients

 

Physical Demands:  Sitting; standing; climbing steps; getting in and out of vehicle; walking; ability to manipulate tools, controls and keyboards; ability to write, ability to communicate via phone and videoconferencing, ability to lift up to 30lbs; exposure to cigarette smoke, pets and extreme home conditions.