Paralegal II-Trust & Estates

New York, NY

Summary

Under the general direction of supervising attorney(s) and/or senior paralegal(s) and according to established Firm policies and procedures, the Trusts & Estates Paralegal is responsible for providing paralegal support and assistance to supervising attorneys and paralegals in all aspects of estate and trust administration within established administrative procedures. The Paralegal maintains professionalism and strict confidentiality in all client and Firm matters.

Essential Duties and Responsibilities include, but may not be limited to, the following. 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. 

• Client billable hour requirement: 1,700 hours annually (142 client billable hours average per month).
• Prepare and file probate petitions with the Surrogate’s Court.
• Collect and distribute estate/decedent’s assets by contacting banks, brokerage houses, and appraisers. Open, establish, and maintain estate checking accounts. Pay decedent’s bills and administration expenses. Prepare and file inventory of assets with the Surrogate’s Court.
• Prepare and file federal and New York state estate tax returns. Prepare for federal audit.
• Compile all information required to prepare annual income tax returns. Prepare and monitor extensions to assure that tax returns are filed by deadline. Review completed tax returns, prepare checks, obtain necessary signatures, and forward to taxing authorities. Forward executed tax returns to accountants; maintain archival files.
• Assure that estate or trust accounts are sufficiently funded to pay taxes. If necessary, communicate with necessary parties to transfer funds between accounts.
• Pay the quarterly estimated taxes from the trust or estate checking account on the client’s behalf.
• Prepare receipts and releases.
• Coordinate payments of insurance premiums for trusts that maintain insurance policies. This may involve requesting funds from the client.
• Research and investigate any requests, problems or issues, and resolve with appropriate parties.
• Prepare initial drafting of wills, powers of attorney, and healthcare documents.
• Prepare initial drafts of client correspondence and memos.
• Responsible for client contact and communication to clients.
• Maintain up-to-date time reports to ensure accurate client billing.
• Other duties may be requested and/or assigned. 

Knowledge, Skills and Abilities

• Bachelor’s degree and three or more years 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 working knowledge of HotDocs, Internet research, Excel, Outlook and MS Word preferred. Applicable knowledge of legal and investment terminology with a strong trust administration background and proficiency in tax return and fiduciary accounting programs and fiduciary income tax forms and extensions. Ability to prepare federal and state estate tax returns.
• Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish 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.
• Analytical skills requiring an aptitude for detail and accuracy in order to analyze and research estate and trust account data, process information, 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 organize and manage multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment, adapt to changes in workflow, and ensure work is completed within defined deadlines. 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 estate and 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, and verifying numerical data on forms and documents.
• Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc.
• Ability to occasionally retrieve and distribute files, written documentation and copies, or office supplies weighing up to 20 pounds.
• Work occasionally requires more than 35 hours per week to perform the essential duties of the position.

Work Environment

• The work environment is characteristic of a normal office environment with moderate exposure to excessive noise, dust, temperature, etc. 

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.