Part Time Legal Assistant - Estate Planning and Probate

Owen Law, a two (2) attorney law firm on PGA Blvd. in Palm Beach Gardens, is seeking a part time estate planning and probate legal assistant with a minimum of three (3) years experience. Compensation will be commensurate with experience. This position will report directly to the managing shareholder. The essential functions of the position include, but are not limited to:

Duties & Responsibilities:

• Responsible for providing administrative support for all estate planning, probate and trust administration matters; prepare, maintain and monitor matter checklists; manage estate planning and probate and trust administration calendars and scheduling; prepare attorneys for deadlines, conferences calls and meetings; prepare estate planning binders.
• Handle new client and matter intake; prepare correspondence to clients; effectively communicate with clients to gather all needed information and documentation; prepare engagement agreements for attorney review; organize client files.
• Input information into client management system and drafting software; manage client database, document management system, file storage and archival process; maintain electronic files in compliance with firm policies.
• Prepare estate planning documents for attorney review; prepare documents for execution; assist with document execution; prepare estate planning binders.
• Prepare probate and trust administration documents for attorney review; communicate with clients, attorneys, accountants, advisors and other interested parties to gather needed information and documents; E-file probate pleadings.
• Review and analyze official records, property records, and tax collector’s records; E-record documents in official records.
• Review and analyze division of corporations records; file entity formation documents, annual reports and other related documents with Division of Corporations.
• Enter attorney and staff time and expenses in timekeeping software; generate client invoices for attorney review and finalize invoices for distribution; process client payments and communicate with clients regarding billing and payment issues.
• Answer phones and routine questions from clients and other parties and / or route calls to appropriate lawyer or staff member.
• Develop and implement efficient procedures and communications to streamline processes.
• Perform routine mailing, filing, photocopying, scanning, word processing.
• Assist with other office activities as needed and perform additional duties and responsibilities as assigned.

Skills & Competencies:

• Working knowledge of the processes frequently associated with estate planning, probate and trust administration, real estate and corporate law firm practices.
• Ability to operate independently to ensure responsibilities, which may be complex in nature or require high-level production, are completed in an accurate and timely manner.
• High attention to detail, outstanding organizational skills and the ability to manage time effectively to handle multiple projects at a time and meet strict deadlines
• Strong communication skills; ability to communicate effectively in a courteous, effective, and professional manner.
• Proficiency in all of the core real estate legal assistant and closer functions and has advanced technical and communications skills (oral and written).
• Excellent interpersonal, analytical and problem-solving skills
• Ability to excel in a paperless office

Qualifications & Prior Experience:

• Associate’s Degree or equivalent experience is preferred
• Minimum 3 years experience at a law firm with the duties and responsibilites specified
• Exceptional computer skills with the ability to learn new software applications quickly
• Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook

Job Type: Part-time

Pay: $15.00 - $30.00 per hour

Benefits:

• 401(k)
• Paid time off

Schedule:

• Monday to Friday

Travel requirement:

• No travel

Work Location: In person