The Paralegal – Estate & Trust provides support and assistance to all attorneys involved in the Estate & Trust practice group, and in monitoring interest in estates, gifts and trusts. The Paralegal – Estate & Trust provides backup support and assistance to all attorneys who prepare and review Agreements for the Boards and other departments.
POSITION RESPONSIBILITIES:
- Performs substantive legal support work for supervising attorneys as follows in litigated and non-litigated matters: reviews files for pertinent information and attorney notes, review testamentary documents for SHC’s interest. Initiates/completes new matter setups, organizes file contents, and sends acknowledgement letters/requests for additional info as needed when notified of trust termination. Prepares/initials for signature Receipts, Releases, Waivers, etc. for execution by authorized in-house signatories/corporate officers. Drafts/prepares documents/correspondence/form letters/memos as necessary, with attention to detail. Advises/consults with appropriate departments regarding real estate/securities/misc. assets proposed to be distributed directly to SHC. Manages files as appropriate with follow-ups, accurate status and notes, on-line database searches, communicate as necessary with administrative staff at hospitals, Donor Relations, Development Directors and Finance Department staff, initiates contact to Courts, communicates with trust officers, probate counsel, legal staff and executors regarding estate and trust administration. Discusses any legal issues with attorney for recommendation/ resolution. Verifies/confirms proper check endorsement and hospital routing with matter and PM estimate. Enters financial data in PM database as required. Reviews files for closure. – 35%
- Audits estate/trust accountings for accuracy, traces assets from Inventory/DOD, verifies SHC’s interest per Will or Trust, reviews trust accountings for taxes or improper invasion of principal, verifies receipt of dividends gains/losses on securities and other assets, reviews file for closing. Prepares Excel spreadsheet, reflecting all items including distribution to SHC, and enters financial data into PM for estimate. Investigates inaccuracies and reports to attorney for follow-up. Reviews wire transfer confirmations and set-up confirmations as complete and verifies against check-log. Supports Attorneys as requested in response to financial and audit inquiries and participates on conference calls as needed. Files are reviewed for amount of taxes, accuracy/apportionment, distributions, fiduciary taxes/fees paid with any irregularities reported to Attorney. PG Calc utilized to calculate SHC’s projected interests. SHC Attorney is advised if distributions are accurate, computation of fiduciary fee and other fees/costs and attorney is advised if they appear excessive. – 20%
- Analysis of files and preparation of detailed Set-Up Memos providing the Finance Department with all information and documentation necessary to record assets received through the Legal Department in the Finance Department’s custodial files, including a complete description of the asset, background and history of the trust or estate administration, highlighting pertinent issues, as well as contact information for attorneys and trustees involved in the gift, and updates as to assets received. Review of status of trust and estate files; preparation of detailed memo flowcharting trust distribution plan and summarizing the issues and the status of files for attorneys review . – 10%
- Oversees proper entry and recordation of various types of information in department’s electronic file system and paper files. Scans documents into the PM database as needed. Maintains accurate timeline status workflow notes. Updates follow-up as necessary. – 20%
- Estate and Trust Matters: Initiates calls to Courts, Attorneys, Financial Institutions, Trust Officers, Executors, and SHC in-house departments, etc., as necessary to obtain information relating to estate and trust administrations. Incoming calls are answered in a professional manner, responded in a timely manner, messages are noted in PM as appropriate. Participates in conference calls as requested by Attorneys to assist in resolving discrepancies or problems. Attorneys and staff are kept advised of any potential or existing problems. – 15%
The qualified candidate will have experience in the following areas:
- 4 or more years of legal experience in estate planning, trusts and estates required
- 4 years of real estate experience preferred
- Experience with trust and estate accounting required
- Proficiency in PGCalc, or similar Planned Giving software program, preferred
- Experience operating a 10-key calculator preferred
- Experience transcribing dictation preferred
- Legal research experience preferred
Minimum Education Required/Preferred:
- Associate’s Degree in Paralegal Studies required
- Florida Registered Paralegal required
Knowledge, Skills, and Competencies:
- Knowledge of probate and estate administration, real estate transactions, estate planning, and charitable trusts.
- Proficiency in MS Office, including MS Word
- Works well in a team environment.
Recommended skills
Estate & Trust Paralegal
