Probate Team Assistant/Clerk

Malman Law | Chicago Law Firm; Chicago (IL); On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Life insurance

Paid time off

Bereavement leave

Jury duty leave

Parental leave

Employee assistance program

Flexible spending account

Health savings account

Retirement plan (401(k))

Referral program

Job summary

Malman Law in Chicago seeks a Probate Clerk to provide administrative support for the Probate Department. This entry-level role reports to the Probate Attorneys and Head Probate Paralegal and focuses on clerical processes, recordkeeping, and assisting the legal team to keep estates moving smoothly.

You'll organize documents, communicate with heirs and clients, file documents with courts, and maintain calendars and case files while adhering to deadlines.

Qualifications

• High school diploma or equivalent.
• 2+ years of customer service or administrative experience.
• Strong organizational and clerical skills with high attention to detail.
• Proficiency with Microsoft Office, especially Outlook, for communication and document management.
• Professional and empathetic phone presence when communicating with clients and heirs.
• Ability to work in a fast-paced, team-oriented environment.

Responsibilities

• Organize and maintain documents to facilitate the closure of decedent and guardianship estates.
• Communicate with heirs, clients, and internal team members to support timely and accurate processing.
• File probate documents electronically and in person with courts.
• Assist attorneys and paralegals in preparing documentation for estate administration.
• Maintain accurate case files, calendars, and records to ensure compliance with deadlines and timelines.
• Perform general clerical duties, including scanning, copying, and document distribution.
• Support the Probate team with administrative tasks as assigned.

Skills

MS Office proficiency

Outlook

Administrative experience

Excellent communication

Detail oriented

Professional phone presence

Education

High school diploma or equivalent

Tools

ADP Workforce Now

Job description

Job Description

Probate Clerk — Administrative Support

Malman Law

• Chicago, IL
• Full-Time
• In-Office

At Malman Law, we know what matters most is building trusted teams and delivering exceptional results for our clients. You will join a supportive, collaborative environment that focuses on your success as an employee while contributing to the efficient administration of decedent and guardianship estates.

We are seeking a detail-oriented, organized, and professional individual to join our Probate Department as a Probate Clerk. This entry-level administrative position reports to the Probate Attorneys and Head Probate Paralegal and plays a critical role in managing clerical processes and supporting the legal team.

Why Join Malman Law?

At Malman, people come first — our clients and our employees. We offer:

• A collaborative team environment where your contributions are valued
• Training and development to build skills and grow in your role
• A positive, client-focused work culture built on integrity, accuracy, and teamwork
• A stable, mission-driven organization with decades of experience serving clients in Chicago

What You’ll Do

As a Probate Clerk, your focus will be on clerical and administrative support to ensure smooth probate processes and accurate recordkeeping:

• Organize and maintain documents to facilitate the closure of decedent and guardianship estates
• Communicate with heirs, clients, and internal team members to support timely and accurate processing
• File probate documents electronically and in person with courts
• Assist attorneys and paralegals in preparing documentation for estate administration
• Maintain accurate case files, calendars, and records to ensure compliance with deadlines and timelines
• Perform general clerical duties, including scanning, copying, and document distribution
• Support the Probate team with administrative tasks as assigned

What We’re Looking For

• High school diploma or equivalent
• 2+ years of customer service or administrative experience
• Strong organizational and clerical skills with high attention to detail
• Proficiency with Microsoft Office, especially Outlook, for communication and document management
• Professional and empathetic phone presence when communicating with clients and heirs
• Ability to work in a fast-paced, team-oriented environment

Compensation & Benefits

Malman Law offers a comprehensive benefits package for full-time employees, including:

• Health, dental, and vision insurance
• Life insurance
• Paid time off, bereavement leave, jury duty leave, and parental leave
• Employee assistance program
• Flexible spending and health savings accounts
• Retirement plan and 401(k)
• Referral program

Equal Employment Opportunity

Malman Law is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Use of Artificial Intelligence in the Hiring Process

Malman Law uses ADP Workforce Now as our Applicant Tracking System (ATS). As part of our recruitment and hiring process, certain AI-enabled tools within this system may be used to assist with resume review, application organization, and candidate matching.

These tools are used solely to support the recruitment process and do not replace human judgment. All applications are reviewed by a human recruiter or hiring manager before any employment-related decisions are made.

In accordance with applicable Illinois law, including amendments to the Illinois Human Rights Act governing the use of artificial intelligence in employment decisions, Malman Law provides this notice to ensure transparency. We do not use artificial intelligence in a manner that unlawfully discriminates against applicants or employees on the basis of any protected characteristic.