What are the responsibilities and job description for the Administrative Assistant IV - Membership position at State Bar of Texas?
General Description
Provides a variety of high-level administrative support services to the Membership Department, including managing the firm billing process, processing batches, payments, and deposits, assisting the MCLE Department with compliance, suspensions, and reinstatements, and answering and responding to telephone calls and emails requesting customer service, information, and assistance. Frequent contact with other departments of the State Bar, the general public, and other individuals and organizations outside the State Bar.
Primary Functions
1. Oversee the firm billing process and the collection of $7.5 million in firm billing payments.2. Monitor and approve all firm and agency applications for firm billing.3. Assist over 1000 firm billing coordinators navigate the firm billing portal, create firm coordinator accounts, build attorney rosters, process firm invoices, and submit firm payments.4. Manage the firm billing inbox and respond to a high volume of firm coordinator inquiries and emails in a timely manner.5. Create and adjust attorney billing records and process legal services fee exemptions for state and county agency attorneys. 6. Process administrative suspensions and late penalties for non-compliance issues.7. Process MCLE and other reinstatements and provide quotes for attorney membership fees.8. Verify accuracy and maintain files of all check payments received by Membership Dept.9. Oversee the posting of all membership payment batches, process firm payments, collect outstanding firm invoices, prepare deposits for Accounting, and process deposit reports.10. Answer a high volume of phone calls requesting service, information, and assistance.11. Provide general information to the public and external organizations and route calls to the appropriate department/employee.12. Assist walk-in customers with payments and other general requests.13. Assist management with special projects and other duties as assigned.
Position Requirements
Requires high school diploma or equivalent and a minimum of five years of related work experience. Requires ability to communicate effectively by telephone, in person and in written form with State Bar members, co-workers and the general public. Must be able to respond to a high volume of telephone calls of a repetitive nature. Experience using a database software program a definite plus. Intermediate experience using Word and Excel also a plus. Must be willing and able to work with other employees in performing assigned tasks as it relates to team effectiveness. Must coordinate with other members of the Membership Department to assure phone lines are covered at all times. Must have excellent customer service skills or call center experience. This position may be eligible for a hybrid work schedule.
