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Administrative Assistant

Texas State Job Bank


JOB VACANCY NOTICE JOB NUMBER: 18-044-1615 CLOSING DATE: Open Until Filled STARTING SALARY RANGE: $30,234 - $34,013 annually, plus excellent benefits POSITION TITLE: Administrative Assistant DEPARTMENT: Texas Access to Justice Foundation GENERAL DESCRIPTION: This position analyzes Interest on Lawyers Trust Accounts (IOLTA) financial data and manages the Annual IOLTA Compliance functions for attorneys and law firms throughout Texas. Additionally, this position coordinates and supports specific grants-related administration. PRIMARY FUNCTIONS: Analyzes and compiles detailed financial data from bank reports and imports into Interest on Lawyers Trust Accounts (IOLTA) database: o examines bank reports for accuracy of computation, interest rate, and interest payment, o contacts banks to resolve discrepancies on bank reports, and o receives incoming calls/emails, provides technical expertise, and suggests corrective action to banks for IOLTA inquiries. Manages Annual IOLTA Compliance functions for attorneys and law firms. Receives incoming calls/emails, provides technical expertise, and suggests corrective action to law firms and attorneys for IOLTA inquiries. Reconciles expenditures as reported by grantees, ensures grantees spend within their budgets and report accurate expenditures. Administers invoices for any unspent or misspent funds. Assists with fund releases to grantees. Tracks and reviews audit requirements of grantees. Coordinates site visits, including administering all logistics, coordinating all routine tasks associated with site visits, and prompting staff to compete reviews/edits (surveys, agenda, peer review selection and contracts, etc.) Responsible for the IOLTA information records, including review of interest rates, accounts, banks, law firms, and attorneys. Creates spreadsheets, charts, and graphs to assist with reports for management, board members, grantors, and other stakeholders, while maintaining confidentiality. Administrating, maintaining and updating contact list, grant forms & templates in shared folders. Assists WebGrants administrator with bank information updates, grantee registrants, and grant closing processes Assists with promotion and support of the Prime Partner bank program, including creation of thank-you letters to attorneys and contacts with bankers. Makes all travel arrangements for grants staff and maintaining support for expense reports. Create weekly grant meeting agendas, take notes during meetings, and follow up with reminders. Being aware of what everyone is working on and who keeps track of the details associated with that work and helping each Grant team member stay on track by sending reminders or adding calendar reminders. Performs other responsibilities as required. POSITION REQUIREMENTS: Two years higher education and/or experience in an office environment performing accurate numerical detailed work. Graduation from high school with diploma required. Strong proficiency in Microsoft Office products is required, particularly Excel. Must be highly detail-oriented, well-organized, and able to complete multiple tasks in a timely and independent manner. Excellent communication skills, both orally and written. Working knowledge of banking procedures is preferred. HOW TO APPLY:

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