Paralegal - Trust Administration

Napa, CA 94558

Posted: 06/16/19 Industry: Not Determined Job Number: 00002P74 Pay Rate: 75000.00

This position is responsible for supporting multiple attorneys in respect to Probate and Trust Administration. The position requires superior attention to detail and organizational skills. The responsibilities include meeting and communicating professionally with clients, sending required notices, collecting asset information and assisting with appraisals, reviewing estate planning documents, creating asset allocation agreements, and other tasks required to complete trust administrations in an efficient and timely manner. This position requires previous experience as a Paralegal. In addition this position must be tech-savvy and able to work both independently and as part of a team. This is a full-time position with flexibility for overtime as needed.


Assist attorneys in all stages of probate and trust administration (i.E. Asset collection, appraisals, estate planning documentation, asset allocation agreements, etc.)
Create letters, legal documents and memos in Word, spreadsheets in Excel, presentations in PowerPoint; apply styles and use templates.
Ensure proper setup and maintenance of client files utilizing the firm's document management system (ProLaw) as well as creating physical file folders and labels (copying, scanning, and profiling all original documents and emails).
Administer calendars; coordinate and schedule meetings; and manage contacts.
Manage client intake process from call screening, conflicts check, new matter intake, and initial client meetings.
Prepare accountings.
Coordinate with attorneys and billing department to prepare and finalize client billings and invoices; assist finance team with inquiries related to accounts receivable.
Perform other duties as required based upon the unique practice of attorneys; such as, but not limited to, Department Head administrative work, practice development initiatives, and committee project work.
Experience in drafting 706s.
Assist other paralegals with overflow work and provide back-up paralegal support during vacations, Leaves of Absence, etc.
Perform other duties as necessary as assigned by management.


BS/BA degree or equivalent experience; Paralegal certificate preferred.
Minimum five (5) years' experience as a Paralegal in Trust Administration; experience with Trust Accounting a plus.
Ability to take initiative when appropriate.
A positive and productive attitude.
Proactive thinker with ability to anticipate potential issues.
Outstanding organizational and time management skills.
Excellent communication skills, both written and oral.
Judgment and tact in handling sensitive and confidential matters.
Ability to work in a team environment.
Ability to focus despite distractions and changing priorities.
Ability to prioritize, coordinate and handle multiple projects to meet deadlines.
Strong word processing skills with experience with Microsoft Office, ProLaw, HotDocs, MindMap, etc.
Good working knowledge of office equipment.
Ability to organize documents, files and folders in a timely manner.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. The individual must be able to:

Lift and move up to 25 lbs.
Sit, stand, kneel, stoop, walk, use hands to finger, handle, or feel, point, and reach with hands and arms.
Use the telephone and communicate clearly with a host of external individuals.
Work at computer for extensive periods of time.
Work in a fast-paced environment managing multiple tasks


The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Camila Matthews
Staffing Coordinator

Hire Date: March 11, 2011
Favorite restaurant: Zen, Alameda
Words to staff by: “Longevity, reliability, availability, flexibility”
Words to work by: “Make a positive difference”
Dream vacation: Fiji
Something few people know about me: I rowed for a whaleboat team in San Francisco

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