Position: Trust & Estates Paralegal

Company: Rupp Pfalzgraf LLC

Location: Williamsville, NY

About Us: Rupp Pfalzgraf LLC is a full-service law firm with offices across New York State. Our Trusts & Estates team works closely with individuals and families to provide practical, thoughtful guidance in estate planning, estate administration, and related matters. We are committed to delivering exceptional client service through a collaborative, solutions-focused approach and value team members who are proactive, detail-oriented, and dedicated to professional growth.

Role Summary: Our Williamsville office is seeking an experienced full-time Trusts & Estates Paralegal to support a growing and dynamic trusts and estates practice. This role will have a significant focus on estate and trust administration, including probate and administration proceedings, fiduciary support, client communication, and document preparation.

The ideal candidate will possess strong organizational and interpersonal skills, demonstrate the ability to manage multiple matters simultaneously, and bring at least three years of relevant trusts and estates experience. Experience with estate administration at various stages of the process is strongly preferred.

Candidates with experience using LexisNexis Automated Templates or similar document automation software are highly encouraged to apply, as this role will assist in the continued development and implementation of practice-specific templates and workflow efficiencies.

Key Responsibilities:

• Assist attorneys with all phases of estate and trust administration, including probate and administration proceedings.
• Prepare and file Surrogate’s Court documents and related materials.
• Draft, edit, proofread, and finalize estate administration documents and correspondence.
• Assist with preparation of federal and New York estate tax returns, fiduciary income tax returns, and related schedules and supporting documentation.
• Maintain regular communication with clients, beneficiaries, fiduciaries, court clerks, financial institutions, and other professional contacts.
• Organize and maintain electronic and paper files in the firm’s document management systems.
• Maintain estate administration calendars and track court deadlines, tax filing deadlines, and distribution schedules.
• Support the implementation of practice group procedures, templates, and workflow improvements.
• Assist with the development and maintenance of automated document templates, as applicable.

Qualifications:

• Minimum of 3 years of experience in trusts & estates, estate administration, probate, elder law, or a related practice area.
• Demonstrated experience handling estate and trust administration matters from initiation through closing preferred.
• Familiarity with Surrogate’s Court procedures and E-filing through NYSCEF strongly preferred.
• Experience preparing estate and trust accountings and assisting with fiduciary reporting obligations.
• Experience with LexisNexis Automated Templates or other legal document automation platforms preferred.
• Strong client service and communication skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize and manage multiple assignments in a fast-paced environment.
• Proficiency with Microsoft Office 365, including Outlook, Word, and Excel.
• Ability to work independently while collaborating effectively with attorneys and staff.
• Notary license is a plus.

Work Environment & Physical Requirements:

• This position is primarily performed in an office setting and involves extended periods of sitting, working at a computer, and communicating via phone and email, with or without reasonable accommodation.
• The role may require occasional standing, walking, and light lifting (e.g., files or office materials up to approximately 10–20 pounds), with or without reasonable accommodation.
• Ability to manage multiple tasks and priorities in a dynamic work environment, with or without reasonable accommodation.

Wage Information: $27.00 – $32.00 per hour depending on experience and skillset.

Benefits: Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long-term disability insurance, employee assistance program, ID protection insurance, group term life insurance, and an opportunity for a year-end bonus based on performance.

To apply, please submit your resume to careers@rupppfalzgraf.com. We look forward to reviewing your application and exploring the possibility of having you join our team at Rupp Pfalzgraf.

All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.