Probate Paralegal

Job Description

Probate Paralegal (Full or Part-Time)

Practice Area: Probate, Estate Planning & Estate Administration
Schedule: Full or part time (with potential for growth) opportunity available.

Salary: Commensurate with experience: $20 to $25 per hour with opportunities for bonuses. Retirement savings match, paid vacation/PTO time.

Location: Polk County, Florida (In-Office). Must be available to be ON SITE, IN OFFICE in Winter Haven, FL for most of the week. THIS IS NOT A REMOTE POSITION, and only Polk County candidates will be considered.

About the Role

We are a growing, client-centered estate planning and probate law firm with a home office in Winter Haven, FL seeking an experienced Probate Paralegal to support Florida probate administrations and related estate workflows. This role is ideal for a detail-oriented professional who enjoys balancing legal precision, client interaction, and operational support in a collaborative law firm environment.

The Probate Paralegal will serve as a key point of contact for probate clients, and play a critical role in ensuring matters move efficiently and accurately through the court process. This position offers the opportunity to evolve and specialize further.

Primary Responsibilities – Probate Paralegal

• Probate Administration Support
• Assist attorneys with Florida probate administrations (formal and summary), including opening and closing estates.
• Draft routine probate pleadings under attorney supervision, including:
  • Petitions for Administration
  • Notices to Creditors
  • Inventories and amended inventories
  • Petitions for Discharge
  • Receipts, waivers, beneficiary releases, and proposed orders
• Track statutory deadlines (creditor periods, objections, reporting requirements).
• Coordinate publication of Notices to Creditors with approved newspapers.
• E-file pleadings through the Florida Courts E-Filing Portal
  .
• Maintain well-organized electronic and physical probate files.
• Monitor court dockets and communicate status updates to attorneys.
• Coordinate hearings and prepare hearing materials when required.

Client & Beneficiary Communication

• Serve as the primary non-attorney point of contact for probate matters.
• Communicate professionally and empathetically with personal representatives, beneficiaries, fiduciaries, and professionals.
• Collect and organize financial records and asset documentation.
• Prepare correspondence to beneficiaries, creditors, and financial institutions under attorney direction.

Estate Administration Tasks

• Assist with identifying, valuing, and tracking estate assets.
• Support preparation of informal or summary accountings.
• Assist with estate bank account setup and EIN acquisition.
• Coordinate final distributions and closing documentation.
• Document probate procedures and assist with cross-training other team members.

Attorney Support & Compliance

• Maintain calendaring systems and ticklers for probate matters.
• Ensure attorneys are kept fully informed of case status and key decision points.
• Assist with probate-related research as requested.
• Support compliance with Florida Probate Rules and local court procedures.
• Participate in Florida Bar or continuing education programs as assigned.

Secondary Responsibilities – Client Workflow Support

When probate workload allows, assist with broader estate planning workflow support, including:

• Assembly of client document binders and digital portfolios.
• Data entry and document preparation based on client “Confirmation of Choices.”
• Assisting with client signings, notarizations, and witnessing.
• Drafting and filing deeds (trust deeds, Lady Bird deeds).
• Supporting team members with overflow or coverage needs.
• Proofreading attorney and staff documents for accuracy, grammar, and clarity.

Qualifications & Skills

• Prior probate paralegal experience in Florida required, minimum of three years (Polk County experience strongly preferred).
• Familiarity with Clerk of Courts, Probate Judges, Property Appraiser, Tax Collector, and related agencies.
• Warm, professional, empathetic demeanor with clients.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple deadlines.
• Proficiency with Microsoft suite, PDF document management,…