Probate Paralegal

The Trust & Estate Settlement Paralegal (TESP) professionally supports the vision and mission of the law firm. The TESP coordinates the firm's probate and trust settlement practice, including preparing correspondence, drafting pleadings, coordinating with fiduciaries, and preparing necessary accounts and other communications. The TESP is also responsible for working with the courts and third parties, where appropriate, to facilitate the timely and efficient administration of the Trust/Estate. Lastly, the TESP will be involved in all matters requiring ongoing administration (e.g. where an attorney serves as a fiduciary of a trust, or where the firm represents a guardian).

The TESP works independently and in collaboration with the lawyers and client services to foster a team spirit in cooperation with law firm management. All law firm employees must always maintain confidentiality with regard to clients, firm interests, and employees.

The TESP may perform other duties as necessary to keep the production and administrative functions of the law firm operating smoothly and efficiently. 

Duties and Responsibilities

• Provide support to the attorney by maintaining calendars and communicating with clients and other parties connected to the Trust/Estate settlement, drafting and timely filing pleadings in probate matters.
• Draft partial and final accounts 
• Meet and communicate with clients with attorney instruction/consent
• Collecting Trust/Estate and beneficiary data into the law firm practice management system and worksheets
• Reviewing documents and titles to determine ownership of assets and interests in property
• Reviewing financial documents such as bank statements, court records, and probate records to verify accuracy and identify issues
• Collaborate with fiduciary advisors (e.g., financial advisors, bankers, CPAs, casualty insurance agents)
• Enter all relevant general information and meeting notes into the firm database
• Meet/coordinate with fiduciaries/beneficiaries to review and sign settlement documents/acceptances/waivers
• Obtain required forms from financial institutions and other professional organizations to assist with the transfer of assets
• Work with attorneys and client services to ensure beneficiary trusts are created and funded properly
• Provide quality customer service to clients, potential clients, and their families, and ensure all client calls/emails are handled promptly
• Communication with the attorney as needed regarding all client needs and/or questions on the attorney's instructions
• Navigate through client management software and tools
• Actively participates in required firm calls and meetings, and provides weekly time reporting in ActionStep
• Help develop workflows and checklists
• Complete projects or tasks as requested by the attorney within the time frame allotted
• Attend training events and other firm events as needed
• Adhere to firm's established core values
• The firm reserves the right to add or change duties at any time

Qualifications Required

Academic: Bachelor's Degree or Associate Degree (or similar) in Paralegal Studies, or practical experience

Skills/Knowledge & Ability:

• Above average administrative/clerical/technical skills, and the ability to operate necessary office equipment and software;
• Computer, Telephone, e-Fax, Scanner, Copier, Postage Service
• Microsoft Office Suite (Excel, Outlook, Word, Publisher, PowerPoint), ActionStep, Calendly, and Other software used by the firm
• Type proficiently and accurately
• Knowledge, skill,s and ability to perform functions and develop administrative procedures and systems to manage all tasks at hand
• Skilled at formatting and communicating effectively in writing as appropriate for the needs of the audience
• Highly developed time management, organizational, and prioritization skills
• Knowledge about probate and court systems, including e-filing
• Knowledge about trusts and funding
• Ability to prepare accounts
• Ability to work with outside organizations and advisors
• Professional-level communication, interpersonal, and relationship-building skills
• Able to listen (give full attention to what other people are saying), be empathetic, and affect client behavior in written or verbal forms
• Remain current with ever-changing technology
• Demonstrate aptitude for working in sensitive environments requiring a high degree of confidentiality.

Key Performance Indicators

1. Estate settlement revenue

2. # of probate estates settled

3. # of Trusts settled

4. # of client/fiduciary matters managed

5. Response time for inquiries from clients and advisors

6. Timely filing of court pleadings

7. Matter duration, start-to-finish (by stage)

8. Marketing events attended

9. # of conversions from beneficiary to estate planning client

10. # of 5-Star Google reviews