29 days old

Case Assistant (work from home)

Integrity Probate Services, LLC
Laguna Hills, California 92653 Work Remotely
  • Job Type
    Employee, Contract
  • Job Status
    Full Time, Part Time
  • Shift
    1st Shift, 2nd Shift, Rotating, Weekends, Holidays

This position is eligible to be a remote, work-from-home position. Candidate must reside within 30-minute drive of Laguna Hills, California (in Orange County).

Integrity Probate Services, LLC is seeking a Case Assistant to help firm handle probate matters including financial affairs for beneficiaries of trusts or probate cases, as well as incapacitated and/or disabled clients, seniors and more. 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 realms, so every 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. No exceptions. If this is not comfortable for you, please do not apply.


 

HOW TO APPLY:

This will be a multi-step process so we can get to know each other and make sure we are a good fit; this is the first 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 you apply, please research our industry: the work of a California Licensed Professional Fiduciary.

To apply, use the tool on this job posting website or send an email to careers@integrityprotrust.com. Attach a PDF of your résumé and a cover letter. Submission must include a summary of your thoughts, experiences, interests, knowledge, or attributes that relate to this specific industry and why you should be considered. Submissions without this summary will not be considered.

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.

Part-time/full-time will vary based on candidate qualifications and preference. Work-from-home preferred, but your work environment cannot have distractions or background noise due to significant phone work. Candidate must be within a 30-minute drive of Laguna Hills for occasional field work.

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.

 

Case Assistant 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.

• Helping to develop processes, workflows, and forms

• Facilitating client expenses - Review invoices for accuracy and appropriateness. Enter bills for approval and payment.

• Managing case expenses - Review invoices for accuracy and appropriateness. Enter bills for approval and payment. Assist with client budgeting.

• 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, care 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

• Assisting in the evaluation of new tools, resources, and software

• Assisting in the screening and onboarding of new cases


Requirements

Required experience

• 3+ years of relevant office assistant, customer service, social work, project management, account services, case management or customer retention experience (any combination or related)


Required skills and traits

• A sense of humor (this work can be stressful, sometimes you have to laugh)


• 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

• 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

• Comfort with (or willingness to use) smart phone apps such as Postmates, Uber and Instacart

• Intermediate typing and data entry skills, comfort using telephone

• Proficiency handling documents such as creating PDFs and scanning

• Proficiency in Microsoft Outlook, Word and Internet

• Reliable transportation will be needed as some field work will be required

Preferred/desired qualifications

• Comfort using Zoom

• Proficiency in Microsoft Excel

• Familiarity with Acrobat Pro, or similar (not the same as Acrobat Reader)

• Experience using QuickBooks

• Experience in financial services or accounting

• Experience with legal services, estate planning or probate work strongly preferred

• Familiarity with case/legal management software or tools highly desired

• A California Notary Public License (or willingness to obtain)

Education

• AA degree required; bachelor’s degree preferred

• Coursework in fiduciary, paralegal work, accounting, finance, business, project management, social work, or psychology preferred

 

Veterans encouraged to apply.



Posted: 2022-04-29 Expires: 2022-05-29
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Case Assistant (work from home)

Integrity Probate Services, LLC
Laguna Hills, California 92653

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