Paralegal/Legal Assistant - Trusts & Estates

This position performs a variety of legal administrative support duties and delivers high-quality service to clients, exhibiting commitment to integrity and excellence. Candidates for the role must have a thorough knowledge of law firm and practice-specific administrative processes and procedures, information technology systems, research tools, and a broad-based understanding of the clients, matters, and associated practices. The scope of responsibilities includes prioritizing, managing, and following through on multiple projects, as well as communicating effectively, courteously, and professionally with clients, attorneys, staff, and peers.

Essential Functions

• Proven ability and experience handling all aspects of administrative support needed to assist attorneys in estate planning matters and the administration of estates and trusts with a sustained record of high-quality work.  
• Working knowledge of the rules of procedure governing estate and trust administrations as they relate to this role. 
• Using various court filing systems, must have experience filing pleadings in the state in accordance with the related court requirements. 
• Experience working in a mid to large-sized firm and collaborating with various firm-wide departments in the handling of multiple responsibilities, including case opening, conflicts checks, billing, training, records, etc.  
• Effective oral and written communication skills needed to draft and proofread correspondence, pleadings, and other legal documents. 
• Experience tracking firm, attorney, and client expenses and using an application software to process reimbursements and payments.  
• Knowledge and ability to participate in the client billing process, including assisting attorneys in entering narratives, tracking billable tasks, making edits, calendaring billing due dates, and delivering bills to clients in electronic and paper forms. 
• Schedule state court hearings in accordance with court requirements. 
• Understand court requirements to calculate deadlines and ensure the attorney and team meet them. 
• Schedule client and other appointments in coordination with the attorney.
• Managing electronic and paper case files.   
• Handling incoming and outgoing mail and other correspondence.
• Answering, screening, directing, and placing telephone calls and emails. 
• Completing tasks and following through with issue resolution, including the ability to meet deadlines and work in a fast-paced environment.
• Physical attendance and punctuality at the place of work.
• The above description is intended to describe the general nature and level of work being performed by employees in this position.  It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications of employees assigned to this job.  Individuals may perform other duties as assigned, including work in different functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload.

Experience

• Must have a minimum of five years of law firm administrative experience as an estate planning or estate and trust administration legal assistant and/or paralegal.
• Florida probate experience is a plus.

• Ability to work efficiently and effectively under pressure and time constraints.  
• Ability to effectively balance multiple assignments and workflow from various attorneys.  
• Ability to multitask and handle multiple responsibilities and high volume is crucial. 
• Strong attention to detail, initiative, and follow-through required.  
• Effective oral and written communication skills, including the ability to clearly express thoughts to others and exchange information.  
• Establish and maintain effective working relationships with employees, other departments, vendors, and the public. 
• Working knowledge of Microsoft Office, including extensive knowledge of Outlook, Word, Excel, and experience working with law firm case management and billing software required.
• Knowledge of iManage, SmartTime, Aderant, Wealth Counsel, Estate Works, and Hot Docs are a plus.  

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