About us
Zivkovich Law Offices LLC is a boutique firm practicing probate, elder law, and estate planning and administration in Indiana and Illinois.
Position: Permanent, 34-40 hours per week
Job Description:
Position Summary
The Probate Paralegal is responsible for assisting attorneys with the administration of decedents' estates, guardianships, and related probate matters from opening through closing. This position requires exceptional organizational skills, attention to detail, proficiency in Indiana probate procedures, and the ability to communicate professionally with clients, courts, financial institutions, and third parties. The Probate Paralegal is expected to manage a high-volume caseload while ensuring compliance with firm policies, court deadlines, and billing requirements.
Essential Duties and ResponsibilitiesEstate Administration
- Prepare probate pleadings and filings, including Petitions to Open Estate, Petitions for Supervised or Unsupervised Administration, Oaths and Bonds, Letters Testamentary and Letters of Administration, Notices to Heirs and Creditors, Affidavits of Publication, Inventories, Interim and Final Accountings, Petitions to Sell or Transfer Assets, Petitions for Final Distribution, Petitions to Close Estate
- Prepare and file documents through the Indiana E-Filing System.
- Calendar all probate deadlines and hearing dates.
- Monitor compliance with statutory filing requirements.
- Maintain complete and organized probate files.
- Case law research and drafting memos
Client Communication
- Maintain regular communication with Personal Representatives, heirs, beneficiaries, and fiduciaries.
- Obtain documents necessary for estate administration.
- Explain procedural requirements under attorney supervision.
- Schedule meetings and conferences.
- Respond promptly to client inquiries consistent with attorney instructions.
Asset Administration
- Assist in identifying and marshaling estate assets.
- Prepare correspondence to banks, brokerage firms, insurance companies, retirement plan administrators, and financial institutions.
- Obtain date-of-death values.
- Coordinate collection and transfer of estate assets.
- Assist with preparation of deeds and transfer documents.
- Coordinate vehicle title transfers.
- Assist with real estate matters, including sales, transfers, and abandonment proceedings.
Creditor Administration
- Prepare notices to creditors.
- Review and organize creditor claims.
- Track creditor claim deadlines.
- Communicate with creditors regarding estate administration.
- Assist with payment of approved claims under attorney direction.
Court and Government Agencies
- Communicate with probate court personnel.
- Coordinate hearings.
- Prepare hearing notebooks when necessary.
- Communicate with financial institutions and governmental agencies as needed.
Case Management
- Maintain electronic and physical files.
- Update case management software.
- Track task completion and deadlines.
- Maintain attorney calendars.
- Prepare status reports.
- Ensure timely completion of assigned work.
Legal Billing
- Self-time tracking and record billable time contemporaneously.
- Prepare clear, accurate, and detailed billing entries in accordance with firm policy.
- Billing entries must accurately describe work performed, demonstrate the legal purpose of the work, and support the time billed.
- Meet firm expectations for timely and accurate billing without excessive revisions.
General Administrative Duties
- Draft correspondence.
- Prepare engagement letters.
- Maintain document templates.
- Organize incoming mail and pleadings.
- Coordinate execution of estate documents.
- Assist with client intake.
- Maintain confidentiality of all client information.
Performance Expectations:
You will be expected to possess the following knowledge and abilities to meet the criteria for this position:
- Highly detail-oriented and strong organizational skills are critical
- Knowledge of correct English grammar, spelling, and punctuation.
- Ability to compose correspondence and reports.
- Ability to maintain composure during stressful situations because of workload or deadlines.
- Ability to use diplomacy and discretion in giving out information and in referring and directing callers and visitors.
- Effectively operate standard office, computer, scanner, printer and related tech equipment in furtherance of tasks, e.g. word processing, scanning, emailing, internet usage, document upload and download.
- Adherence to strict confidentiality of client and office matters.
- Familiarity with the organization and composition of business letters and financial statements.
- Ability to understand complicated workflow and office procedures.
- Exercise judgment and make recommendations for improving office efficiency and economy to improve existing operations.
- Learned understanding legal terminology and syntax, and of the content, organization, and format of legal documents and correspondence.
Qualifications:
Highly detail-oriented and strong organizational skills are critical
Associate degree or equivalent
Good English composition skills
Independently solves problems and can work under pressure
Proficiency with PC computers and technology
Familiarity with Microsoft Office Suite
Preferences:
Law office management experience
Serbian/Croatian/Bosnian language conversational fluency
Knowledge of Mycase and Google Workspace platform
Working Hours: 8:30 am - 5:00 pm Mon - Thu., – 3:00 pm Fridays
Compensation: Wages commensurate with experience
Send your resume and cover letter and writing sample to [email protected].
Job Type: Full-time
Pay: $50,000.00 - $80,000.00 per year
Benefits:
Education:
Experience:
- probate: 4 years (Required)
- Microsoft Excel or spreadsheet software: 3 years (Required)
- Microsoft Office or word processing software: 5 years (Required)
- law office: 5 years (Required)
Language:
- Serbian, Croatian, or Bosnian (Preferred)
Work Location: In person
