Program Specialist II

The State Bar of California•San Francisco, CA

3d•Hybrid

About The Position

The State Bar's Mandatory Fee Arbitration Program (MFA) is an informal, confidential, and lower-cost forum for resolving fee disputes between lawyers and their clients. The Client Security Fund reimburses those who have lost money or property due to theft or dishonest conduct by a California Attorney. As a Program Specialist II for the Mandatory Fee Arbitration program in the San Francisco office, you will provide advanced administrative support. You will learn the MFA rules, policies, and procedures, and perform a broad range of administrative support duties in a fast-paced, deadline-driven environment. Responsibilities include but are not limited to the following: providing general support for MFA’s casework including maintaining case files, preparing written correspondence, and updating databases; providing administrative support to MFA staff; responding to phone and e-mail inquiries regarding the MFA program from members of the public, current and former licensees, applicants, and program volunteers; and other duties as assigned.

Requirements

Proficiency in Outlook email management, data entry, and database system management.
Experience performing administrative tasks including familiarity with creating forms, mail merge documents, and spreadsheets is strongly desired.
Openness/eagerness to learn
Dependability and strong work ethic
Ability to productively work independently and as a part of a team
Solution oriented with problem-solving skills
Effective communication and interpersonal skills
Adaptability and flexibility
Analytical skills
Initiative and self-motivation
Attention to detail
Organizational and time management skills
Strong oral and written communication skills.
Possession of High School diploma or equivalent.
One (1) year of experience working in an office setting performing clerical or administrative duties.
Knowledge of basic principles of effective customer service and telephone etiquette.
Knowledge of basic techniques of record and file organization.
Knowledge of alphabetical and numerical filing methods.
Knowledge of modern office practices and procedures, including the use of standard computer software and database record-keeping systems.
Knowledge of the basic rules of vocabulary, grammar, spelling, and punctuation as specified in Webster’s New Collegiate Dictionary.
Knowledge of business math for completing non-technical calculations such as addition, subtraction, multiplication, and division.
Working knowledge of the State Bar Offices and their functions and general knowledge of other agencies and their interface with the State Bar, functions of the Office, and Rules and Regulations for Admission to Practice Law in California.
Knowledge of computerized information and database record-keeping systems.
Ability to set priorities and meet established deadlines.
Ability to pay attention to details.
Ability to learn and apply the policies and practices of a department.
Ability to learn new work processes and procedures.
Ability to operate modern office equipment, including computer hardware, software, and internet and web-based applications.
Ability to take accurate messages and relay them quickly and efficiently.
Ability to appropriately respond to requests and inquiries from the general public or other departments.
Ability to understand and carry out oral and written instructions.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain effective interpersonal relationships at all organizational levels as well as with the public.
Ability to display a high degree of maturity, integrity, and good judgment.
Ability to maintain the confidentiality of information.

Nice To Haves

Experience in customer service
Spanish language proficiency

Responsibilities

Providing general support for MFA’s casework including maintaining case files, preparing written correspondence, and updating databases
Providing administrative support to MFA staff
Responding to phone and e-mail inquiries regarding the MFA program from members of the public, current and former licensees, applicants, and program volunteers
Performing technical and administrative work involving the knowledge, interpretation, and application of State Bar policies, rules, regulations, and procedures.
Reviewing processes and maintaining program or Office transactions, records, and other documents.
Assisting in the preparation and maintenance of statistical data, reports, and correspondence.
Reviewing and analyzing various documents, including but not limited to applications for admittance and/or licenses, for completeness and accuracy.
Maintaining computer systems and databases containing applicant and licensee information, records of verbal and written communications, follow-up research, referrals to others, and actions taken for problem resolution.
Responding to written and telephone inquiries from applicants, licensees, and the general public, both in writing and orally.
Preparing letters related to licensee records and billing information.
Assisting with the receipt and processing fees and payments; noting discrepancies and ensuring corrections and adjustments are made.
Processing licensee status changes and billing adjustments.
Performing preliminary research, collecting information and data, analyzing or assisting in analysis of collected data and information, and providing recommendations for solutions.
Receiving, sorting, distributing, and processing in-coming/out-going mail and other materials.
Filing documents and maintaining office folders and records.
Inventorying and maintaining office supplies; assisting staff with specific supply requests; verifying supply receipts with orders and reconciling charges.
Assisting in the planning and logistical functions of activities, including scheduling transportation and arranging for the use of facilities.
Assisting with the administration of State Bar examinations.
Preparing a variety of forms, labels, envelopes, and correspondence.
Processing records and entering data on forms and into data systems; ensuring forms or reports are complete, accurate, and filed.
Operating office equipment, including copy machines, scanners, fax machines, computers, printers, and other equipment.
Taking and maintaining accurate minutes at meetings or conferences, including recording attendance and following up with participants regarding action items.
Conducting special projects as necessary.
Performing 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.