What are the responsibilities and job description for the Program Administrator position at State Bar of Texas?
General Description
The Program Administrator supports the Interest on Lawyers’ Trust Accounts (IOLTA) program of the Texas Access to Justice Foundation. The Program Administrator ensures the accuracy and completeness of IOLTA Program database management system, including tracking, analyzing, and compiling detailed financial data and related documentation from Texas attorneys and financial institutions.
Responsibilities of the IOLTA Program Administrator include processing detailed financial data from monthly and quarterly bank reports, 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/or quarterly from bank reports and ensure the accurate import and posting of data into the IOLTA database management system. Ensure reports are received from banks 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 high 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 preferred• Skills in project management; problem solving; time management; communication (both oral and written) and attention to detail.