Senior Paralegal - Trusts & Estates

Exemption Status: Hourly Non-Exempt

Remote Options/Office Hours: On-Site/Hybrid - No Fully Remote Option

Classification: Legal Support Staff

Reports To: Practice Area Manager

Summary of Position:

The Senior Paralegal – Trusts & Estates provides substantive case support to attorneys through drafting, research, factual analysis, and workflow management. This role requires strong analytical skills, attention to detail, and the ability to manage complex tasks and deadlines across multiple matters. Additionally, the Senior Paralegal – Trusts & Estates must have strong organizational skills, knowledge of statutory requirements, and the ability to manage sensitive client matters, as well as being extremely detail-oriented, organized, critical about accuracy, spelling and grammar and possess the ability to prioritize and follow up.

This is a very fast-paced environment, and the Senior Paralegal – Trusts & Estates must be able to multitask and assist attorneys with a voluminous caseload. This role requires a self-starter who is willing and open to learning new skills as well as taking initiative and being proactive.

JKZ employees are expected to “Think Outside the Box,” applying creativity, sound judgment, and initiative to deliver thoughtful solutions and exceptional client service. Senior Paralegals are expected to model and uphold JKZ’s mission, vision, and values in all professional interactions and to consistently produce work that meets or exceeds the JKZ Standard.

Direct Reports: N/A

Essential Duties and Responsibilities, including but not limited to:

1. Document Preparation & Drafting

• Draft estate planning documents (wills, trusts, powers of attorney, HIPAA forms).

• Draft trust administration documents (notices, inventories, accountings, receipts and releases).

• Draft probate pleadings and Judicial Council forms (Petition for Probate, Duties & Liabilities, Letters, notices).

• Prepare deeds, property transfer documents, and related asset-transfer forms.

• Prepare correspondence to beneficiaries, trustees, fiduciaries, and financial institutions.

2. Case Management

• Manage probate timelines, notice periods, and statutory deadlines.

• Track trust administration milestones (initial notices, inventory deadlines, tax returns, distributions).

• Maintain estate planning project flows, ensuring documents proceed through drafting, review, and signing stages.

• Coordinate execution and notarization of estate planning documents.

• Assist attorneys with maintaining and updating matter checklists and workflows.

3. Client Communication & Coordination

• Serve as a primary point of contact for procedural questions.

• Collect client information, financial statements, asset lists, tax documents, and supporting records.

• Prepare summaries, asset spreadsheets, and intake materials.

• Support clients through probate and trust administration processes by explaining requirements and next steps (non-legal, procedural information only).

4. Research & Analysis

• Conduct factual research related to assets, property, financial institutions, and beneficiary information.

• Verify title, ownership, and valuation details for trust and probate assets.

• Summarize bank records or financial documentation for accountings.

• Review statutes, local rules, and probate notes to identify deficiencies.

• Ability to perform legal research and prepare memorandums on findings.

5. Document Management & Organization

• Maintain organized estate planning, trust administration, and probate files.

• Audit matters for compliance and provide guidance to appropriate personnel on corrections.

• Manage originals such as wills and notarized documents.

• Review prepared binders for executed estate plans.

6. Filing & Court Support

• Prepare probate filing packets and coordinate e-filing.

• Review and respond to probate examiner notes (under attorney supervision).

• File documents with financial institutions, county recorders, and title companies.

• Track court orders, letters, continuances, and follow-up filings.

7. Leadership, Mentorship & Professional Development

• Provide mentorship, training, and ongoing feedback to legal staff members to support skill development and professional growth.

• Maintain MCLE requirements and reporting.

• Maintain local bar association membership.

• Attend at least two professional (2) events each year, in addition to MCLE.

• Demonstrate leadership in promoting a positive workplace culture aligned with firm values.

8. Performance & Productivity Requirements.

• Meet or exceed annual billable hour requirements.

The Paralegal – Trusts & Estates will have other tasks as assigned.

Knowledge, Experience and Skills Requirements:

To perform this job successfully, an individual must be able to satisfactorily perform all essential duties. The requirements listed below are representative of the knowledge, skill, and physical and mental abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Mental Demands

• Excellent critical thinking, judgment, analytical reasoning, attention to detail, and high-level cognitive functioning.

• Ability to remain composed, strategic, and solution-oriented in high-pressure or emotionally charged situations.

2. Physical Demands and Work Environment

• Prolonged periods of sitting, reading, and working at a computer.

• Occasional lifting of files or materials up to 15 pounds.

• Occasional travel to court, client meetings, or other legal proceedings.

• Work is performed in a professional office environment.

3. Education and Experience

• Paralegal certificate or attestation.

• At least five (5) years recent experience as a Paralegal in a law firm

4. Knowledge, Skills and Abilities

• Communicates promptly and professionally with clients, attorneys, fiduciaries, and beneficiaries.

• Strong research, writing, and analytical skills supporting estate planning, trust administration, and probate matters

• Demonstrates reliability, accountability, and ownership of matters and deadlines with minimal supervision.

• In-depth knowledge of estate planning documents, trust structures, and implementation processes.

• Working knowledge of probate procedures, statutory notices, court processes, and examiner notes.

• High level of accuracy and discretion in handling original and notarized documents.

• Substantial experience with trust administration, inventories, fiduciary accountings, and asset marshaling.

• Understanding of estate- and trust-related tax documents and compliance timelines.

• Experience preparing deeds, affidavits of death, and property transfer documents.

• Skilled in reviewing financial records and asset valuations.

• Professional and compassionate in interactions involving sensitive family and fiduciary matters.

• Proficiency in MS Office (Word, Excel, Outlook) and modern law firm practice management software.

• Excellent command of English, including grammar, usage, form, and style.

Additional Information:

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. JKZ LLP is an equal opportunity employer committed to creating an inclusive and diverse workforce. We comply with the ADA and other applicable laws and consider reasonable accommodations to qualified individuals with disabilities that may be necessary for individuals to perform essential functions.