The Peninsula Center for Estate and Lifelong Planning
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Williamsburg Estate, Probate, Trust, and Business Attorneys

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Probate & Trust Admin Paralegal

SUMMARY

Under the supervision of the Estate Department Attorney, prepares and files inventories and accountings; drafts correspondence, real estate deeds, business transfer documents, certificates of trust, pleadings pertaining to estate and trust administration and all other documents related to probate and trust administration matters; assists clients with trust funding issues and drafts funding transfer documents as necessary under supervision of attorney; responsible for revising and maintain Firm templates; works closely with Estate Department Attorney, Commissioners of Accounts and their auditors and court clerks as needed; monitors suspense dates; responds to general client inquiries regarding non-legal matters and serves as liaison between client and attorney; maintains assigned client files (to include filing); performs legal research as assigned.


GENERAL POSITION DUTIES AND RESPONSIBILITIES

1. Daily or as required:

a. Handles estate/trust administration files from initial opening of the file to close of Firm representation;

b. Drafts documents necessary for administration of probate estate from initial qualification of executor/administrator through filing of final accounting;

c. Obtains tax ID numbers; prepares certificates of trust and assignments of business and other interests; drafts deeds of distribution; and drafts pleadings pertaining to court involvement in estate and/or trust matters;

d. Reads and analyzes will and trust documents to ensure administration properly follows instructions in documents;

e. Works closely with Commissioner of Accounts auditors in all jurisdictions and maintains good/positive relationships with auditors and court clerks;

f. Keeps track of time and enters time in billing system daily;

g. Corresponds with clients via mail, telephone, and email and ensures prompt and courteous responses to client questions;

h. Opens and maintains assigned files (to include daily filing for assigned files)

2. Weekly or as required:

a. Performs computer document and e-mail clean up;

b. Maintains all estate/trust administration and funding forms and templates;

c. Monitors suspense dates and regularly meets with attorney to review pending issues and status of administration files;

d. Maintains PM system for tracking open estates and trusts.


POSITION SPECIFICATIONS

1. Education: Paralegal training in will/trust drafting and estate/trust administration

2. Experience: On-the-job experience may be substituted for education; Must have worked as an estate and trust paralegal in a law firm for a minimum of 2 years.

3. Skills & Abilities: Must be familiar with Virginia probate procedures and generally with Virginia court system; Good typing skills required; proficiency in Microsoft Word, Microsoft Access, Microsoft Excel, Microsoft Outlook and Hot Docs required; strong organizational skills mandatory; ability to work independently required; ability to get along with others and communicate effectively is a must; team player