Paralegal III-Trust & Estates Administrator

New York, NY

Summary

Under the general direction of supervising attorney(s) and according to established Firm policies and procedures, is responsible for the management, coordination, and administration of all aspects of the administration of trust and estates established administrative procedures.  This position requires heavy client contact, professionalism and strict confidentiality in all client and Firm matters. 

Responsibilities

• Prepare and file probate petitions.
• Collect and distribute estate/decedent’s assets by contacting banks and brokerage houses. Coordinate appraisals of assets.  Prepare receipts and releases.  Open, establish, and maintain estate checking accounts.
• Pay decedent’s bills and administration expenses.
• Compile all information required to prepare annual tax returns. Prepare and file New York state and federal estate tax returns and court inventory of assets. Review completed tax returns, prepare checks, obtain necessary signatures, and forward to the tax authorities.  Forward executed tax returns to accountants; maintain archival files.  Prepare and file Firm 0971.
• Assure that accounts are properly funded to pay taxes. If necessary, communicate with necessary parties to transfer funds between accounts.
• Follow up and monitor tax return extensions to assure returns are filed by deadline. Pay the quarterly estimated taxes from the trust or estate checking account on the client’s behalf.
• Coordinate payments of insurance premiums for trusts that maintain insurance policies. This may involve requesting funds from the client.
• Prepare for audit of tax returns.
• Research and investigate any requests, problems or issues, and resolve with appropriate parties.
• Draft simple wills, powers of attorney, and healthcare documents.
• Draft client correspondence and memos.
• Responsible for client contact and communication to clients.
• Maintain up-to-date time reports to ensure accurate client billing.

Knowledge, Skills, and Abilities

• Bachelor’s degree and five or more year’s progressive estate and trust administration experience, including managing all aspects of estate and trust accounts preferably in a law firm environment are required; or equivalent combination of education and experience. Paralegal certificate from an ABA accredited paralegal program a plus.
• Computer proficient with experience and knowledge of HotDocs, Internet research, due diligence, Excel, Access, Outlook, and MS Word preferred. Applicable knowledge of legal and investment terminology with a strong trust administration background and proficiency in BNA Federal Estate Tax program and fiduciary income tax forms and extensions.  Ability to prepare federal and state estate tax returns.  Familiarity with ONESource Accounting program is highly desirable.
• Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze complex data and furnish concise, detailed information in report format, written correspondence, e-mail, or verbally.
• Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
• Exhibit high degree of initiative with excellent analytical, technical, and critical-thinking skills requiring an aptitude for detail, precision, and logic in order to analyze and research trust account data, process information, conduct legal research, and perform essential duties.
• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities.
• Ability to identify and analyze trust and estate issues and inquiries and to recommend and implement solutions.
• Ability to organize, prioritize, and oversee numerous tasks from inception to completion, and ensure work is completed within strict deadlines.
• Ability to manage multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment, and adapt to changes in workflow. Proactive with excellent troubleshooting, problem resolution, and follow-through skills.
• Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to interpret source data, prepare trust-related documents and forms, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
• Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and auditing trust accounts, statements, tax returns, etc.
• Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc.
• Work occasionally requires more than 35 hours to perform the essential duties of the position.

*Client billable hour requirement:  1,700 hours annually (142 client billable hours average per month).

**The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of essential functions, responsibilities, and requirements.  This position description may be modified in the future as necessary. 

***Other duties may be requested and/or assigned.  Regular and predictable attendance is an essential function of the position.  Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.