Administrative Assistant - Return Assets

The Return Assets Division is seeking an organized and detail-oriented Administrative Assistant to support our forensic genealogy and asset recovery pipeline. You will work hand-in-hand with our investigative Case Managers, serving as the operational backbone of the department. This role is responsible for processing a high volume of vital records requests, maintaining tracking databases, managing client communications, and preparing final claim packages for submission to State Unclaimed Property Offices.

What You Will Do Procure Vital Records:

Handle the administrative pipeline for ordering certified birth, marriage, divorce, and death certificates from multi-jurisdictional government agencies.

Prepare Claim Packages:

Review state-specific submission checklists, systematically assemble identity proofs, small estate affidavits, and address history to compile complete audit-ready files. Manage the

Tracker & Intake:

Log incoming mail, scan certified documents into the case management system, and update pipeline statuses across active asset portfolios.

First-Line Heir Outreach:

Handle initial touchpoints with newly identified heirs, answer foundational process questions, mail out representation agreements, and track return packages.

State Agency Correspondence:

Act as the general point of contact for checking on the processing status of submitted claims with state controllers.

Basic Administrative Tasks:

Handle filing and document retrieval, scanning of documents, form preparation, mail sorting, phone calls and office management.

Proven Administrative Experience:

2+ years of administrative support or clerical experience, preferably within a probate, title search, or state registry environment. Obsessive Attention to

Detail:

Experience handling official, sensitive, and certified legal paperwork where a single mismatch can delay financial payouts.

Excellent Process Tracking:

Comfort utilizing database spreadsheets, shared drives, or CRM tools to monitor tasks across hundreds of active files simultaneously.

Strong Communication:

Professional phone and email etiquette required to handle bureaucratic agencies and sensitive conversations with potentially estranged family heirs. Highly Desirable "Bonus" Skills Previous experience tracking down records specifically for escheatment or asset recovery projects. Familiarity with public court portals and basic public records navigation. Notary Public designation or willingness to obtain it shortly after hiring.

Pay:

$24.00 - $30.00 per hour

Benefits:

401(k) Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Tuition reimbursement Vision insurance

Work Location:

In person