Program Specialist III

Los Angeles, CA, United States

Job Description

Office of Admissions, Eligibility

Annual Salary Range: $71,786 - $95,705

FLSA Non-Exempt / Union Represented

This position allows for up to four days of remote work per week.

About the Office

The Office of Admissions (Admissions) oversees all activities pertaining to admitting attorneys to practice law in California. Admissions oversees the administration of the California State Bar Exam, First-Year Law Students' Exam, and the Legal Specialization Exams. Admissions conducts applicant moral character investigations, accreditation, and registrations of non-ABA law schools. Applicant fees, accreditation fees, and interest income fund the Admissions office. Admissions also processes special admissions applications for attorneys who are licensed in another state to work in unique capacities in California.

Admissions is also responsible for California's uniquely diverse pathways to the law. It supports the Committee of Bar Examiners (CBE) in accrediting California-accredited law schools and registering unaccredited law schools. They administer a program that allows lawyers licensed in other jurisdictions or law students to practice in certain defined, limited areas and programs to certify specialists in 13 legal practice areas. In 2020, Admissions developed a new program for the provisional licensure of recent law graduates and others.

About the Position

The Program Specialist III position in the Office of Admissions, Eligibility Unit, requires a highly organized and detail-oriented individual to maintain the Registered Military Spouse Program, process applications, handle general inquiries via phone, email, and in-person, and ensure compliance with rules and policies. The ideal candidate should have experience with Salesforce, excellent critical thinking, and communication skills (including public speaking), problem-solving abilities, and adaptability to changing priorities. This position involves occasional overnight travel (3-7 days, 4 times a year) for examinations and prefers candidates who have successfully conducted research and demonstrate a strong team-player attitude.

Definition

Under general supervision, the Program Specialist III performs a broad range of advanced administrative and technical support duties. The Program Specialist III may serve as a lead for Program Specialist Is and IIs.

Distinguishing Characteristics

This is the advanced-level classification in the Program Specialist classification series. Incumbents at this level are expected to perform assignments under general supervision; adapt to changing work processes; and assist with training new employees in work procedures and methods.

The Program Specialist III classification is distinguished from the Program Specialist II classification by the former's more complex and difficult technical and administrative support responsibilities. Incumbents in Program Specialist III positions are also expected to perform their duties with more independence and less supervision than incumbents in Program Specialist II positions.

Examples of Essential Duties

Duties may include, but are not limited to the following:

Performs complex technical, clerical, and administrative work involving the knowledge, interpretation, and application of State Bar policies, rules, regulations, and procedures.

Assists with the preparation and maintenance of office policies and procedures, statistical data, reports, transactions, records, and other documents.

Monitors the implementation of new administrative processes and procedures, and may be responsible for their operation.

Tracks projects to ensure timely completion.

Maintains computer systems, e-mail mailboxes, and databases containing confidential information such as applicant and licensee information, records of verbal and written communications, follow-up research, referrals to others, and actions taken for problem resolution.

Transmits official court files to the Supreme Court for final orders of discipline; processes final orders of discipline; prepares closed files and maintains file inventories both internally and off-site.

Updates Supplemental Records with final orders of discipline.

Processes requests for certified and non-certified State Bar Court discipline records.

Schedules meetings and office training and arranges meeting logistics, including securing facilities, audio-visual equipment, and catering; prepares meeting documents, including agendas and handouts; and distributes documents to meeting participants.

Attends meetings and conferences; takes and maintains accurate minutes; handles organizational and administrative tasks at meetings; prepares action summaries; and follows up with participants regarding action items.

Assists with special studies and investigations by performing research, collecting information and data, analyzing or assisting in analysis of collected data and information, and providing recommendations for solutions.

Performs public information activities, such as developing informational newsletters, guides, and brochures pertaining to the assigned office.

Designs, creates, updates, remediates, and places content materials on the State Bar and/or State Bar Court websites.

Reviews and analyzes various documents, including but not limited to applications for admittance and/or licenses, for completeness and accuracy.

Responds to written and telephone inquiries from applicants, Bar members, and the general public both in writing and orally.

Prepares letters related to licensee records and billing information.

Assists with the receipt and processing fees and payments; notes discrepancies and ensures corrections and adjustments are made.

Processes licensee status changes and billing adjustments.

Receives, sorts, distributes, and processes incoming/outgoing mail and other materials.

Inventories and maintains office supplies; assists staff with specific supply requests; verifies supply receipts with orders and reconciles charges.

Assists with the administration of State Bar examinations.

May serve as a liaison between the program, other State Bar Offices, external constituents, volunteers, or committee members.

Process incoming emails and telephone calls from the public regarding State Bar Court discipline records.

Performs other similar or related duties which may not be specifically included within this position description but which are consistent with the general level of the job and the responsibilities described.

Employment standards

Knowledge of: Computerized information, database record-keeping systems, spreadsheet programs, word processing programs, and basic network systems usage and maintenance.

Methods of analyzing and synthesizing the specific policies, programs, projects, and procedures to which the position is assigned, as well as how they interact with the general policies, programs, projects, and procedures of the State Bar.

General principles of business and legal writing and preparation of minutes, agendas and special reports.

Rules and regulations related to program administrative functions.

Office and business management techniques.

Business math for completing non-technical calculations such as addition, subtraction, multiplication, and division.

The basic rules of vocabulary, grammar, spelling, and punctuation as specified in Webster's New Collegiate Dictionary.

Problem identification, analysis, and evaluation.

Office procedures, budget preparation, and maintenance techniques.

Ability to: Set priorities and meet established deadlines.

Understand, interpret, and apply procedures, laws, rules, and regulations as applicable to the assigned program.

Take accurate notes and identify action items.

Proofread and accurately edit documents in both electronic and written form.

Communicate clearly and effectively in person and in writing.

Prepare a variety of correspondence, documents, case files, statistical data and reports.

Effectively operate required office equipment, including personal computers, fax machines, printers and copiers, and word and data processing software and other computer applications.

Perform timely and accurate data entry in various case management systems.

Obtain and present material in oral and/or written form.

Establish and maintain effective interpersonal relationships at all organizational levels as well as with the public.

Display a high degree of maturity, integrity, and good judgment.

Maintain the confidentiality of information.

Minimum Qualifications

Education: Possession of High School diploma or equivalent; college degree preferred or a combination of education and experience sufficient to perform the duties of the position.

Experience: Two (2) years of experience working in an office setting performing clerical or administrative duties.

License, Certificate, and Registration Requirements: None required.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar's selection process for this classification.

We are a diverse, equitable, and inclusive workplace where all of our employees and prospective employees experience fairness, dignity, and respect.