Senior Case Manager - Trust & Probate
Job Description
Job Description
About Us
We are a fast-paced fiduciary and case management practice dedicated to providing high-quality trust administration, probate management, and client-centered services. Our team works collaboratively with attorneys, CPAs, beneficiaries, and families to ensure compliance, accuracy, and compassionate support throughout complex case lifecycles.
Position Summary
The Senior Case Manager – Trust & Probate plays a critical role in managing complex fiduciary cases from intake through final distribution and closure. This position oversees probate and trust administration, court reporting, tax coordination, and ALTCS-related matters while ensuring compliance with all legal, regulatory, and internal standards.
Key Responsibilities:
Probate & Trust Administration
- Oversee all probate and trust administration activities for accuracy, timeliness, and compliance
- Coordinate filings, documentation, and correspondence with internal teams
- Maintain proactive communication with beneficiaries and stakeholders
- Monitor deadlines for court filings, tax submissions, and distributions
- Prepare and support inventories, accountings, and status reports
- Maintain organized, audit-ready case files
Court Reporting & Compliance
- Prepare, review, and file court documents including petitions, inventories, and accountings
- Track court deadlines, hearings, and compliance requirements
- Ensure filings meet all court standards and regulations
- Coordinate with attorneys and internal teams for required documentation
- Track and implement court orders in a timely manner
Tax Coordination & Financial Oversight
- Ensure CPA engagement for each case
- Oversee timely filing of estate, fiduciary, and trust tax returns
- Collaborate with finance team on financial documentation and reporting
- Monitor tax obligations and identify potential risks
- Track completion of all tax-related deliverables
ALTCS & Special Needs Trust Management
- Prepare and submit ALTCS applications within required timelines
- Monitor client assets for eligibility compliance
- Coordinate documentation with internal teams and fiduciaries
- Manage eligibility status and anticipate compliance risks
- Support Special Needs Trust disbursement planning
Communication & Documentation
- Maintain consistent, clear communication with all stakeholders
- Return calls within two business days (same day when possible)
- Document all case activity accurately in case management systems
- Maintain organized records in compliance with internal policies
Timekeeping & Operational Standards
- Accurately track billable time (minimum 75% client-related activity)
- Complete billing and documentation within required deadlines
- Participate in case staffings and team meetings
Qualifications
- Bachelor’s degree in a related field or minimum of 3 years of relevant experience in probate, trust administration, fiduciary services, or legal environments
- Strong knowledge of court procedures, fiduciary responsibilities, and tax coordination
- Experience with ALTCS and Special Needs Trusts preferred
- Proficiency with case management systems (Clio, SharePoint preferred)
- Exceptional organizational and multitasking abilities
- Strong written and verbal communication skills
Core Competencies
- Attention to detail and regulatory compliance
- Proactive communication and accountability
- Strong judgment and risk awareness
- Effective time management
- Collaborative team leadership
- High level of professionalism and confidentiality
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