Office Assistant

Mendocino Fiduciary is currently seeking a self-motivated individual to fill a full-time position working between 32 and 40 hours a week at our Mendocino office. The individual will provide administrative support and indirect client services in an active office setting.

About the Fiduciary Business

As a fiduciary, we provide personal and financial management services for clients. Our clients choose us because they are unable to manage this for themselves, do not have someone to help and/or choose the services of a neutral person. This work can be challenging as we often deal with difficult, complex and emotional client needs and situations. Each client is unique and often requires specific and individualized support. We are required to use our problem-solving skills on a daily basis. This work requires integrity, clarity, attention to detail and compassion.

Fiduciary responsibilities include protecting and managing client’s financial assets in trusts, estates and as a power of attorney. We manage client’s well-being by providing oversight of their health and living environment as needed. Clients entrust us with responsibility to care for them and their assets. Confidentiality and discretion are imperative.

Mendocino Fiduciary’s position - Office Assistant

We are looking for someone who is able to deal with these situations in a respectful and efficient manner. Our ideal candidate will be able to manage multiple priorities and be willing to assist staff and clients with unique problems. Bookkeeping skills are necessary.

Specific responsibilities include:

Telephone System: answer phones, take messages, set up appointments

Mail System: Open and process mail, distributing to appropriate staff, prepare outgoing mail, bills, invoices, etc.

Client Management Systems: Assist with maintaining and improving systems

Assist with project management when appropriate

Pay client bills, maintain check registers

Client Filing Systems: Maintain client files via hard copy and scanning in computer files

Assist with transfer of client’s data to fiduciary’s responsibility

Correspondence support with clients, family members, vendors, attorneys, etc. as needed

Assist with classes and other activities the fiduciary is involved with

Other administrative support as needed

Ideal Candidate Skills and Qualifications:

Attention to detail and organized

Calm presence and professional demeanor

Uphold confidentiality and discretion

Good verbal skills; phone etiquette

Good writing skills, able to type 65 wpm

Demonstrated success in a personal, client service environment

Ability to handle complex, sensitive and confidential material with good judgment, maturity and an optimistic outlook in a high stress situation

Ability to set priorities and have excellent time management skills

Ability to work independently and ask for support/instructions

Conduct research or track down problematic issues

Working knowledge of Quicken, QuickBooks, Excel and Word

Excellent communication skills

Must be able to learn new concepts and computer applications within an ever-changing work environment

Able to do creative problem solving

Comfortable working in a fast-paced office with

We are looking for someone with 3-5 years of office experience. Working for an attorney or in the financial world a plus. Background must show strong client management skills and attention to detail. They must be interested in this kind of work, someone who can align with fiduciary values and ethics, someone who has a great attitude and ability to learn. We want someone who sees value in taking care of people’s needs, with a caring and compassionate attitude. This person must be self-initiating and not chatty. Knowledge of both Microsoft and Mac systems a plus. This person must have a working cell phone.

Starting pay is $24.00 hour with regular increases based on performance.

Please reply with a cover letter describing interests, background and skills, your resume, and 3 work and 2 personal references to maggie@mendocinofiduciary.com. All final candidates will go through a background check.