Legal Secretary - Estate Planning

Overview

Coblentz Patch Duffy & Bass LLP, a dynamic, mid-sized Firm located in the heart of San Francisco's financial district, is seeking a full-time Legal Secretary to join its Estate Planning group.

The current annual salary range for this position is $85,000 to $120,000. The salary offered will be based on a number of factors, including the specific qualifications of the applicant, years of related experience, education, applicable licenses and certifications, and the geographical location from which the applicant will perform the job. 

Duties and Responsibilities

• Editing and proofreading of estate planning and trust administration documents
• Assisting in drafting various estate planning documents, including trusts, wills, assignments, powers of attorney, advance health care directives, and recordation of deeds with accompanying transfer documents
• Assisting in drafting trust administration documents, including checklists, certifications of trust, beneficiary releases and agreements, court petitions, probate documents, pleadings, and asset inventories 
• Assisting in drafting and recording of real property transfer documents including deeds, preliminary changes of ownership, and transfer tax affidavits
• Filing federal tax documents including Forms 709, 706, 8971, etc.
• Filing probate court documents including court petitions and coordinating service of process on parties
• Arranging for valuations as necessary
• Obtaining EINs
• Assisting executor/trustee with the collection, valuation, and distribution of assets
• Coordinate and carry out mailing, filing, and other administrative tasks for client projects
• Preparing client memos and correspondence to clients and other professionals as needed
• Performing legal research
• Preparing signing instruction memoranda and finalizing estate documents for signature
• Facilitating meetings, client calls, and maintaining attorney's calendars 
• Assisting in client estate planning signing appointments as needed
• Notary service 
• Coordinating with the records and conflicts departments in the opening and closing of matters
• Database management of all relevant documents; routine document filing
• Preparing physical and electronic estate planning and transaction binders for clients 
• Expense reimbursements
• Entering and editing attorney time as necessary 

Other Duties

Please note this is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job, but rather to provide a representative summary of the major duties and responsibilities performed by incumbents of this position. Incumbents may be required to perform other job-related tasks other than those specifically presented in this description. Duties, responsibilities, and activities may change at any time with or without notice.

Knowledge and Abilities Required

• Experience with and basic knowledge of revocable estate planning documents (revocable trust, health care directives, trustee’s certification, powers of attorney, wills, etc.) and basic irrevocable estate planning documents (irrevocable trusts, assignmnets, etc.)
• Experience with recording and filing real property transfer documents
• Experience with court filings and service on parties, including e-filing
• Experience with assembling and filing federal tax returns
• Experience with calendaring deadlines and reminders on master calendar, in addition to managing calendaring calls and meetings for multiple attorneys
• The ideal candidate will interact well with others in a team setting, work effectively under pressure, be detail-oriented, eager to learn, and have strong organizational and communication skills
• Excellent verbal and written skills are required

Experience and Education Required

• Qualified candidates will have 3 – 5 years of strong estate planning experience, including knowledge of California Probate & Trust law and procedure and federal tax law and procedure.        Strong experience in real estate or corporate practice areas, or a family office/financial management background may also be considered. 
• Notary Public

Working Conditions  

Normal office environment and, as needed, the ability to work from home.

Physical Requirements  

While performing the duties of this job, the employee will be required to sit for long periods of time, come and go from the workspace repeatedly throughout the day, use a computer and phone, talk, listen, read and understand documents, and move and lift up to 10 pounds.  The physical demands described are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform essential functions. 

Firm Information

Coblentz Patch Duffy & Bass, LLP is a top-tier law firm with deep roots in San Francisco and the surrounding communities, representing institutional and individual clients in real estate, litigation, technology, communications, securities, employment, nonprofit and estate planning.  Please visit our website www.coblentzlaw.com for more information about the Firm.  

Firm Benefits

Coblentz Patch Duffy & Bass, LLP values skill and diversity and strives to foster a progressive, energetic work environment. We provide a platform for growth and development and the ability to see the impact of your contributions firsthand. The Firm offers competitive pay, a generous benefits and wellness package, and paid vacation.  

AAP/EEO Statement 

Coblentz Patch Duffy & Bass LLP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.