Program Specialist II

The State Bar of California•San Francisco, CA

3d•Hybrid

About The Position

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.
Possession of High School diploma or equivalent.
One (1) year of experience working in an office setting performing clerical or administrative duties.
Basic principles of effective customer service and telephone etiquette.
Basic techniques of record and file organization.
Alphabetical and numerical filing methods.
Modern office practices and procedures, including the use of standard computer software and database recording-keeping systems.
The basic rules of vocabulary, grammar, spelling, and punctuation as specified in Webster’s New Collegiate Dictionary.
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.
Computerized information and database recordkeeping 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 webbased 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 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.
Experience in customer service and Spanish language proficiency are pluses.

Responsibilities

Performs technical and administrative work involving the knowledge, interpretation, and application of State Bar policies, rules, regulations, and procedures.
Reviews processes and maintains program or Office transactions, records, and other documents.
Assists in the preparation and maintenance of statistical data, reports, and correspondence.
Reviews and analyzes various documents, including but not limited to applications for admittance and/or licenses, for completeness and accuracy.
Maintains 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.
Responds to written and telephone inquiries from applicants, licensees, 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 ensure corrections and adjustments are made.
Processes licensee status changes and billing adjustments.
Performs preliminary research, collects information and data, analyzes or assists in analysis of collected data and information, and provides recommendations for solutions.
Receives, sorts, distributes, and processes in-coming/out-going mail and other materials.
Files documents and maintains office folders and records.
Inventories and maintains office supplies; assists staff with specific supply requests; verifies supply receipts with orders and reconciles charges.
Assists in the planning and logistical functions of activities, including scheduling transportation and arranging for the use of facilities.
Assists with the administration of State Bar examinations.
Prepares a variety of forms, labels, envelopes, and correspondence.
Processes records and enters data on forms and into data systems; ensures forms or reports are complete, accurate, and filed.
Operates office equipment, including copy machines, scanners, fax machines, computers, printers, and other equipment.
Takes and maintains accurate minutes at meetings or conferences, including recording attendance and following up with participants regarding action items.
May be assigned to conduct special projects as necessary.
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.