Trust and Estates Administrator (New York)
Katten is a full-service law firm with approximately 650 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals. Trust and Estates Administrator The Trust & Estates Administrator is responsible for providing paralegal support and assistance to supervising attorneys and paralegals in all aspects of estate and trust administration. The T&E Administrator maintains professionalism and strict confidentiality in all client and Firm matters. Katten offers a hybrid work model, allowing the flexibility to work both on-site and remotely on a regular basis (KattenFlex). Client billable hour requirement: 1,550 hours annually Essential Duties and Responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. Essential functions are primary job duties that an individual must be able to perform successfully with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Prepare and file probate petitions and related documents with the Surrogate’s Court Prepare and file court inventories of estate assets Collect, marshal, and distribute estate and decedent assets by coordinating with banks, brokerage firms, insurers, and appraisers Open, establish, and maintain estate and trust checking accounts Pay decedent bills and estate or trust administration expenses Ensure estate and trust accounts are properly funded to meet tax and expense obligations, coordinate fund transfers when necessary Prepare receipts and releases related to estate and trust distributions Compile all necessary information for preparation of federal and New York State estate tax returns Prepare and file estate tax returns; assist with and prepare for federal and state tax audits Compile information required for annual income tax returns for estates and trusts Monitor and manage tax return extensions to ensure timely filings Review completed tax returns; prepare payment checks, obtain signatures, and submit to taxing authorities Coordinate with outside accountants; forward executed tax returns and maintain archival files Pay quarterly estimated taxes on behalf of trusts and estates Coordinate payment of insurance premiums for trusts holding insurance policies, including requesting funds from clients when necessary Draft client correspondence and internal memoranda Serve as a primary point of contact for client communications regarding estate and trust matters Research and resolve inquiries, issues, or requests in coordination with attorneys and third parties Organize, maintain, and archive estate and trust files in accordance with firm requirements Maintain up-to-date time reports to ensure accurate client billing. Other duties may be requested and/or assigned. Supervisory Responsibilities This position has no direct supervisory responsibilities, however, has the authority to delegate and supervise work performed by Project Assistant and/or Paralegal I staff on a case-by-case basis. Knowledge, Skills and Abilities Bachelor’s degree and 10 or more years estate and trust administration experience, including managing all aspects of estate and trust accounts preferably in a law firm environment are required; or equivalent combination of education and experience. Paralegal certificate from an ABA-accredited paralegal program a plus. Computer proficient, Internet research, Excel, Outlook and MS Word preferred. Applicable knowledge of legal and investment terminology with a strong trust administration background and proficiency in tax return and fiduciary accounting programs and fiduciary income tax forms and extensions. Ability to prepare federal and state estate tax returns. Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e‑mail, or verbally. Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts. Analytical skills requiring an aptitude for detail and accuracy in order to analyze and research estate and trust account data, process information, and perform essential duties. Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities. Ability to organize and manage multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment, adapt to changes in workflow, and ensure work is completed within defined deadlines. Proactive with excellent troubleshooting, problem resolution, and follow-through skills. Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to interpret source data, prepare estate and trust-related documents and forms, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance. Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, and verifying numerical data on forms and documents. Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc. Ability to occasionally retrieve and distribute files, written documentation and copies, or office supplies weighing up to 20 pounds. Work occasionally requires more than 35 hours per week to perform the essential duties of the position. The annualized salary range for this position is $110,000 to $130,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law. We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution; transportation fringe benefit program; back-up care option; generous paid time off policy; and long-term and short-term disability policies. Katten Muchin Rosenman LLP is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
