Trust Administration (hybrid)

Position Summary: 

Responsible for daily activities of Trust Administration and attorney support, handling client meetings/telephone inquiries, preparing all documentation to support clients and trustees in administering trusts and estates, review and update master documents as needed, research legal issues. 

Client Related Responsibilities: 

• Analyze trust provisions following initial Trust Administration consultation and initiate preparation of “Trust Administration Attorney Summary” for completion by Lead Attorney’s review. 

• Prepare and send Welcome Email to Trustee to develop relationship 

• Preparation of Letter of Instruction to Trustee RE: Trust Administration Process. 

• Preparation of TA Merge file, which includes preparation of the following documents: 

• Authorization to Release Information. 

• Certification of Trust. 

• Notification by Trustee pursuant to PC 16061.7/15800 and cover letters to persons entitled to notice. 

• Notice to the Director of Healthcare Services. 

• Notice to Franchise Tax Board. 

• Notice to Credit Bureaus. 

• Instruction Letter to Superior Court (Lodging of decedent’s original Last Will). 

• Real Property Transfer Work (Per Property): 

• Affidavit – Death of Trustee. 

• Grant Deed. 

• Applicable Assessor forms: COS, PCOR, applicable Proposition forms; Homeowner’s Exemption. 

• Prepare calculations related to Proposition 19 for analysis by Lead Attorney. 

• Work closely with bridge loan officers to ensure that proper documentation is prepared and timely filed, as needed 

• Small Estates Affidavit pursuant to PC 13100. 

• Communicate with Trustees telephonically, electronically and in-person. 

• Meet with Trustees for necessary signing appointments. 

• Communicate with outside professionals and agencies (i.e., Attorneys, Appraisers, Tax Preparers, Assessors, Recorders, financial and real estate Brokers and Escrow officers etc.). 

• Run Estate Valuation Pricing (EVP) to document adjusted cost basis of securities, as necessary. 

• Obtain title reports and vesting deeds, when needed. 

• Preparation of date of death value Inventory and Appraisements and Allocation of Assets pursuant to the terms of the Trust. 

• Prepare documents required to establish sub-trusts (i.e., Certifications of Trust, SS-4 Forms to obtain Taxpayer ID Numbers, and Acceptance/Appointment of Trustee) 

• Preparation of trust distribution summaries, waivers, and receipts etc. 

• Preparation of Federal Estate Tax returns (Form 706), 709 returns, and Accountings. 

• Probate support, as needed. 

• Assemble Trust Administration Legacy Binder with all documentation related to the TA and preparation of Closing Letter for Lead Attorney’s approval. 

• Assist Attorney with Trust Petitions, which includes: 

• Initial drafting, editing, and formatting. 

• Drafting of required Court documents (i.e., Case coversheets and Notice of Hearing). 

• Communicating with Trustee, beneficiaries, heirs, and entities. 

• Drafting of waivers and consents. 

• Electronic and hardcopy filing of petitions. 

• Reviewing Probate Notes and communicating with Probate Attorney. 

• Drafting and filing of Supplements. 

• Drafting formal Court Orders and Notice of Entry of Order. 

• Obtaining certified Court Orders. 

• Recording Orders with respective Counties, as needed. 

Administrative Related Responsibilities: 

• Continuing Legal Education, as required. 

• Retain membership as a CA Notary Public (Attend required seminars and take required tests). 

• Assess Trustee assets and Beneficiary’s inherited assets for potential referral to Ascent Wealth Management. 

• File organization and maintenance. 

• Scan various documents to client server file and make copies for files.  

• Enter billable and nonbillable time in Abacus. 

• Review monthly Prebills to ensure entries are clear and concise. 

• Update on Lawcus all client information, file notes and important deadlines. 

• Weekly staff meetings. 

• Coordinating with support staff, as needed. 

• Back-up phones for as needed. 

• All other projects as assigned. 

Required Skills: 

Interpersonal skills including telephone and meeting etiquette; oral and written communication skills; comprehension of legal terminology; ability to issue spot complex issues; legal document drafting skills; strong attention to detail and organization; efficient in time management and administering and executing tasks; strong proofreading and grammatical skills; computer literacy, including, but not limited to Word and Excel; and, ability to maintain and handle sensitive and private client information. 

Education/Training: 

• High School Graduate 

• Paralegal Certificate 

Physical and Environmental Conditions: 

• Requires time spent sitting (up to 70% of the workday). 

• Some standing required and the ability to lift, carry and/or pull at least 15 pounds. 

• Adverse movements required such as reaching overhead, bending, or crouching. 

• Simultaneous/repetitive use of both hands is required for writing and typing. 

• Excellent sensory skills are important (sight, hearing and speech). 

Driving Requirement 

Possess a valid CA Driver’s License with valid car insurance and be able to drive to other work locations or to notarize for Clients, if needed. 

Salary : $35 - $50