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Estate Planning Support Specialist - Document Conformer - West Hartford, CT

The Estate Planning Support Specialist is a member of the Estate Planning Document Management (EPDM) team. He/she provides administrative and substantive estate planning support to the Individual Clients Department (ICD), manages estate planning documents (e.g., wills, trust agreements, powers of attorney) during both the pre-execution and post-execution stages.

Primary Responsibilities

Post-Execution (Conforming)

Receive, review and process executed original estate planning documents; secure original documents for storage; prepare copies of executed documents suitable for client presentation (hard copies and electronic copies) and related documentation (beneficiary change forms, insurance endorsements, etc.); prepare communications to client; understand the Firm's billing systems and coordinate with Finance Department; verify and update Firm virtual and physical files and internal databases pursuant to Firm and ICD protocols; assist with other administrative tasks related to estate planning, including prompt handling of various requests; report regularly as to status of work-in-process and maintain status logs; maintain and update document storage vaults and related records; serve as witness and/or Notary Public at document execution conferences (must maintain Notary Public commission in State of Connecticut).

Additional Responsibilities

Cross-training and support will be provided for the following additional responsibilities of the EPDM team as appropriate:

Pre-Execution (Document Drafting/Revising)

Review, revise and finalize estate planning documents, charts, letters and bills; draft basic estate planning documents, and, with ongoing training and support, develop an understanding of estate planning concepts required to draft more complex documents; work with attorneys and legal administrative assistants to ascertain status of unexecuted estate plans, identify and resolve outstanding items and to "shepherd" the plan toward completion; process requests for new estate planning assignments, maintain and update tracking log and generate due date reminders.

Trust Administration

Receive, review and process executed trust agreements for administration; set up administration files and ascertain specific requirements needed for administration; enter information in docket system; set up ICD client website with appropriate task information; for insurance/gifting trusts – attention to transactions associated with transferring insurance to trust or otherwise funding trust; paying premiums and compliance with requirements for notification of withdrawal ("Crummey") rights; for QPRTs – attention to deed appraisal and transfer and follow-up requirements at trust termination; for GRATs – attention to gift tax requirements and roll-over of funds.

Education and Experience:

  • Minimum three years legal experience in trusts and estates or related field
  • Familiarity with estate planning terminology, documents and procedures
  • Excellent communication skills, both verbal and written
  • Strong organizational, analytical and interpersonal skills
  • Strong typing skills with high accuracy (minimum 55 wpm)
  • Advanced word processing skills using Microsoft Word (use of styles, auto-numbering, document comparison, pagination, tables, charts, headers and footers, etc.)
  • Experience working with Microsoft Office resources (Outlook, Word, Excel, PowerPoint), PDF software and related scanning and production utilities, and document management and client relationship software
  • Ability to prioritize and complete multiple tasks with competing deadlines in a fast-paced environment
  • Ability to learn quickly and work independently with minimum supervision
  • Strong sense of team work and the willingness to provide back-up support to other team members on a frequent basis
  • Ability to maintain focus in a busy and shared work environment
  • Ability to use good judgment and decision-making skills
  • Demonstrates a high degree of professionalism, discretion and decorum
  • Seeks training and advanced education to improve knowledge and skills
  • Punctual and dependable
  • Commissioned as a Notary Public in Connecticut