What are the responsibilities and job description for the IOLTA Administrator position at State Bar of Texas?
General Description
The Interest on Lawyers’ Trust Accounts (IOLTA) Administrator supports and ensures the accuracy and completeness of Texas IOLTA Program database management system, including tracking, analyzing, and compiling detailed financial data and related documentation from more than100,000 attorneys, 36,000 IOLTA accounts with 400 financial institutions. The IOLTA Program is administered by the Texas Access to Justice Foundation to provide civil legal services throughout the state.Responsibilities of the IOLTA Administrator include processing detailed financial data from monthly and quarterly bank reports and imports into the IOLTA database and managing and administering the annual IOLTA compliance functions for all Texas attorneys and law firms.
Primary Functions
1. Receive, analyze, track and compile detailed financial data monthly and quarterly for over 36,000 accounts from more than 400 bank reports and ensure the accurate import and posting of data into the IOLTA database management system. Ensure reports are received timely. Examine bank reports for accuracy and completeness of computation, interest rate, and interest payment. Contact banks to resolve discrepancies in bank reports. Reconcile monthly/quarterly IOLTA payments received with bank reports and investigate and resolve any differences.2. Manage and coordinate the annual IOLTA compliance verification process for attorneys and law firms. This includes multi-stage, multi-format communication and response steps, both digital and analog; arranging and managing third-party mailing process, and ensuring attorney compliance status is updated timely in the database management system.3. Handle a large volume of general inquiries regarding the IOLTA Program from financial institutions and attorneys. This includes responding to calls and emails, providing technical expertise, and suggesting corrective action to banks. Also responding to calls and emails from attorneys and providing guidance to them regarding IOLTA compliance. The administrator also instructs prospective and new banks on procedures to enroll and participate in the IOLTA program and records and updates any bank changes including mergers, acquisitions, or contact changes in the database. 4. Assists with promotion and support of the Prime Partner bank program, including creation of thank-you letters to attorneys and contacts with bankers. 5. Other administrative support including: • Process subpoena requests from the State Bar of Texas Chief Disciplinary Counsel. • Create spreadsheets, charts, and graphs to assist with reports for management, board members, grantors, and other stakeholders, while maintaining confidentiality.• Provide back-up administrative support for the office; including answering phones, voice mail, e-mails; processing mail and mail-outs, banks deposits, and assisting with overall office operations, as needed.
Position Requirements
• Two years’ higher education and/or experience in an office environment performing accurate, numerical, detailed work. • Strong proficiency in Microsoft Office products required, particularly Excel, • Customer service experience; preferably working with banks or attorneys or other professional services.• Experience working with databases and/or applications that manage transactions and sensitive customer data. Accounting experience helpful.• Skills in project management; problem solving; time management; communication (both oral and written) and attention to detail.