Program Specialist III

The State Bar of California•Los Angeles, CA

1d•Hybrid

About The Position

The Office of Admissions, Testing Accommodations unit, is seeking a highly skilled and detail-oriented Program Specialist III to provide advanced professional administrative support and serve as a key contributor to the team. This role will engage directly with applicants through phone and written communication, offering clear guidance, addressing inquiries, and providing excellent customer service. Responsibilities include reviewing and analyzing confidential and sensitive documentation while ensuring accuracy, compliance, and timely processing. All employees in the Office of Admissions are required to work the bar examinations which requires overnight travel twice a year. The ideal candidate will demonstrate strong analytical abilities, sound judgment, and the capacity to interpret policies and procedures in a fast-paced, high-volume environment. You will be adept at managing competing priorities and maintaining accuracy in a deadline-driven setting. You bring strong customer service skills, the ability to demonstrate patience, empathy, and when necessary, de-escalate challenging situations. Proficiency with data entry, document management systems, and common office technology is essential, as is the ability to collaborate effectively within a team while also working independently with minimal supervision.

Requirements

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.
Two (2) years of experience working in an office setting performing clerical or administrative duties.
Knowledge of Computerized information, database record-keeping systems, spreadsheet programs, word processing programs, and basic network systems usage and maintenance.
Knowledge of 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.
Knowledge of General principles of business and legal writing and preparation of minutes, agendas and special reports.
Knowledge of Rules and regulations related to program administrative functions.
Knowledge of Office and business management techniques.
Knowledge of Business math for completing non-technical calculations such as addition, subtraction, multiplication, and division.
Knowledge of The basic rules of vocabulary, grammar, spelling, and punctuation as specified in Webster’s New Collegiate Dictionary.
Knowledge of Problem identification, analysis, and evaluation.
Knowledge of Office procedures, budget preparation, and maintenance techniques.
Ability to Set priorities and meet established deadlines.
Ability to Understand, interpret, and apply procedures, laws, rules, and regulations as applicable to the assigned program.
Ability to Take accurate notes and identify action items.
Ability to Proofread and accurately edit documents in both electronic and written form.
Ability to Communicate clearly and effectively in person and in writing.
Ability to Prepare a variety of correspondence, documents, case files, statistical data and reports.
Ability to Effectively operate required office equipment, including personal computers, fax machines, printers and copiers, and word and data processing software and other computer applications.
Ability to Perform timely and accurate data entry in various case management systems.
Ability to Obtain and present material in oral and/or written form.
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

College degree preferred

Responsibilities

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.