Classification
Non-Exempt (Hourly)
Salary Grade/Level
DOE; Minimum 3–5 years of directly relevant experience required
Reports to
Attorneys
Summary The Probate and Trust Administration paralegal is responsible for providing a variety of assistance during all phases of the probate and trust administration process for multiple attorneys in the organization. Qualified applicants should have exceptional organizational and computer/word processing skills, including redlining, the ability to multitask with ease and manage several projects at one time. Applicants must be detail oriented, team players, highly dependable, and have excellent grammar, spelling, proofreading, oral, administrative and interpersonal skills. The legal experience that is required includes probate and trust administration transactions of all types, including preparation of documentation.
Essential Functions
Reasonable accommodation may be made to enable qualified individuals with disabilities to perform these functions.
Probate & Trust Admin:
1. Preparing and filing probate documents in the administration of an estate (petitions, motions, testamentary letters, inventories, accountings, and notices)
2. Filing life insurance claims and other death benefits
3. Contacting beneficiaries and next of kin regarding admission of the will and other probate hearings
4. Administering estate accounts and assisting with the liquidation and transfer of property
5. Preparing and filing the decedent’s final income and tax returns
6. Participating in the administration of guardianships and trusts
7. Paralegal support for multiple attorneys
8. Perform legal research and writing under the direction of an attorney; gather information regarding statutes, rules, regulations, court decisions, local resolutions and ordinances, and similar materials related to assigned responsibilities.
9. Prepare engagement agreements and drafts for attorney review
10. Highly organized
11. Strong writing and communication skills along with attention to detail
12. Extensive computer and database expertise, including calendaring.
13. Liaison to other departments, clients, court, experts, venders, and other attorney offices
14. Answer phones and screen potential client calls
15. Knowledge of Word/Excel/Outlook/ WealthCounsel, Smokeball and CEB preferred
16. Friendly, professional, team player
17. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice
Competencies
1. Preferred: experience in both probate and trust administration support.
2. Professionalism and empathy when interacting with clients, including those who have lost family members.
3. Ability to excel in a high-volume environment while maintaining attention to detail.
4. Sound judgment and decision-making skills.
5. Ability to work independently and with minimal supervision.
6. Strong proofreading skills and ability to identify and correct errors.
7. Superior client service and communication skills.
8. Ability to manage multiple cases, deadlines, and projects concurrently.
9. Excellent organizational and planning skills.
10. Reliability, initiative, and flexibility under time constraints.
11. Professional presentation and demeanor.
12. Proficiency with MS Word, Adobe Acrobat, and case management systems.
13. Stress tolerance
Work Environment & Physical Demands
· Primarily a sedentary, office-based position with regular computer use.
· Requires the ability to lift up to 25 lbs., bend, stoop, kneel, and access file storage as needed.
· Occasional local travel for filing or client-related tasks may be required.
Position Type and Hours
· Full-time, non-exempt position.
· Monday–Friday, 8:00 AM–5:00 PM, with occasional extended hours based on case needs.
Required Education and Experience
· Paralegal associate’s degree or completion of a paralegal certificate program compliant with California Business & Professions Code §6450.
· 3–5 years of relevant business transactional paralegal experience.
Preferred Education and Experience
· Bachelor’s degree, paralegal certification, or partial law school completion.
· Experience with entity formations, corporate governance, and business sales transactions.
Supervisory Responsibility
This position has no supervisory responsibilities.
Additional Eligibility Qualifications
Ability to become a Notary Public in California within 6 months of hire is preferred.
Compensation
This is a non-exempt, hourly position. Compensation will be based on experience and qualifications in compliance with California wage and hour laws.
Equal Opportunity Employer
We are an equal opportunity employer and value diversity in our team. All employment decisions are made based on qualifications, merit, and business needs.
Compliance Notes (CA Law): CA Labor Code §432.3 (e.g., “Pay range: $30–$40/hour DOE”).
Job Type: Full-time
Pay: $62,400.00 - $83,200.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
