Probate, Trust & Estates Case Assistant part-time (work from your home IN South Orange County CA)

This job is remote, but only within our local geography. Do not apply for this job unless you are within 20-minute drive of Laguna Hills, California (Orange County).

Integrity Probate Services, LLC is seeking a new team member (part-time W2 or freelance) to help the firm handle trusts, various probate court matters including financial affairs for beneficiaries of trusts or probate cases, as well as incapacitated and/or disabled clients, seniors and more. We work closely with attorneys and courts. Our firm is hired to solve problems and make decisions.

You can join a relatively new industry in California with significant opportunity to grow and to create a new path. This work combines legal, accounting, finance, real estate, social work, and many other fields, so each day is different, challenging, and impactful. We learn every day.

Due to the nature of our work, a job offer will be contingent on a clean background check and credit check, including Social Security number verification. No exceptions. If this is not comfortable for you, please do not apply.

HOW TO APPLY:

This interview process will allow us to get to know each other and make sure we are a good fit; your application is an initial step. If you do not follow the instructions for applying, your journey will end here. Following instructions is important for members of our professional staff.

Before applying, please research the work of a California Licensed Professional Fiduciary.

To apply, submit a PDF of your résumé AND a cover letter.

Want your résumé at the top of the stack? Write a custom cover letter specific to this job application. The best cover letters show a basic understanding of what our firm does, and include a summary of the applicant's thoughts, experiences, interests, knowledge, or attributes related directly to Private Professional Fiduciary work and why that person believes he/she would be a good fit for this role. The best résumés will be customized to this job description. The questions in the application will have thoughtful, complete answers. Submissions without this specific content will likely not receive more than a glance.

This application process will include a required assessment.

No phone calls please. Apologies, but we are unable to respond directly to every applicant.

For our staff, timeliness and accuracy are imperative. Candidate must be able to assume ownership of his/her work, respond to daily requests from company leadership and other professionals, take direction, and prioritize workload. Role requires an attentive individual who is self-directed, flexible, able to anticipate needs, open to new ideas and brainstorming, and can learn. This position requires interaction with many types of people, sometimes in difficult situations. Candidates should be tolerant and respectful, but also be able to remain firm when required.

Work-from-home preferred, but your work environment cannot have distractions or background noise as there is significant phone work. Candidate must be within a 20-minute drive of Laguna Hills due to potential local field work. W2 or contract TBD.

This is a new firm that is growing quickly: we want to promote from within. There is opportunity for a great career path for the right individual. However, we are a busy, lean team, so everyone pitches in with phones, mail, scanning, etc. Those expecting easy jobs without accountability look elsewhere.

JOB DESCRIPTION
The Case Assistant must be able to continuously multi-task. As the firm Principal is in constant demand, this support person can be invaluable by being flexible, respectful, and anticipating needs.

Duties and responsibilities
Specific responsibilities for this position may include, but are not limited to:
• Administering documentation and records - organize electronic and paper records; use shared electronic record system; ensure complete records; scan or print documents as needed. Audit files for completeness and accuracy. Documentation is critical.
• Expenses and budgeting - Review client's bills for accuracy and appropriateness. Enter bills for approval and payment through bank. Assist with client budgeting.
• Helping to develop processes, workflows, and forms
• Work with tax advisors and others for tax filings and required court accountings.
• Contacting vendors or service providers to:
• >> obtain or clarify quotes
• >> verify credentials
• >> resolve service/billing issues
• >> coordinate payment
• >> check availability
• >> schedule services
• Contacting financial institutions, legal offices, government agencies, and other organizations for information, or to respond to correspondence or communication
• Following up on requests for information
• Meeting client needs and solving other solving basic problems
• Running errands, answering phones
• Managing individual's "life" issues
• Logistics: coordinating people, items and tasks to get things done
• Assisting in the evaluation of new tools, resources, and software
• Assisting in the screening and onboarding of new cases

POSITION REQUIREMENTS
Required experience
• 3+ years of relevant office assistant, accounting, legal, project management, business operations, or case management (any combination or related)
• Life experience, ability to successfully conquer life's challenges

Required skills and traits
• Proficiency in Microsoft Outlook, Word and Internet
• Proficiency handling documents such as creating PDFs and scanning
• Strong critical thinking skills, problem-solving skills, decision-making ability
• Analytical skills, attention to detail
• Communication skills – written and oral. Fluent in English, written and verbal, 12th grade level, with good grammar, punctuation, and spelling; good reading comprehension; proofreading skills
• Intermediate typing and data entry skills, comfort using telephone
• Initiative to identify and assume work that needs to be done, task foresight
• Ability to complete tasks with minimal handholding
• Self-driven, ability to work independently and as part of a team
• Growth orientation, learning mindset
• Reliable, trustworthy, and capable of maintaining strict confidentiality
• Interpersonal skills, empathy, and humanity, along with tolerance
• Organization and follow-up skills, time management skills
• Knowledge of bill paying and budgeting principles, good basic math skills
• Life skills- ability and willingness to help solve life problems (often messy) relative to issues such as overdue bills, health, taxes, living conditions, interpersonal disputes, vehicles, etc.
• Comfort with (or willingness to use) smart phone apps such as Postmates, Uber and InstaCart
• A sense of humor (this work can be stressful, sometimes you have to laugh)
• Reliable transportation will be needed as some local field work will be required

Preferred/desired qualifications
• Strong business or legal writing skills
• Proficiency in Microsoft Excel
• Business mindset
• Experience in financial services or accounting
• Comfort with video calls using Zoom, Skype etc
• Familiarity with Acrobat Pro or similar (paid software; NOT Acrobat Reader)
• Experience with legal services, estate planning or probate work strongly preferred
• Familiarity with case/legal management software or tools highly desired

Education
• Associates degree required; bachelor’s degree preferred
• Coursework in fiduciary, paralegal, probate/ estate planning, accounting, finance, business, or project management preferred

VETERANS ENCOURAGED TO APPLY.

NO FIRMS OR AGENCIES.

Job Types: Part-time, Contract

Pay: From $19.00 per hour

Expected hours: 15 – 28 per week

Benefits:
• Flexible schedule

Schedule:
• Day shift
• Monday to Friday
• Weekends as needed

Work Location: Remote

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