Program Specialist

The Florida Bar•Tallahassee, FL

4d•Onsite

About The Position

Provides administrative assistance to the Department Director and Practice Management Advisor(s). Responsible for coordinating administrative, fiscal and operational activities within the Practice Resource Center (PRC) program for both daily operations and special projects. Deals with a diverse group of callers as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures. Serves as the Designated Staff Custodian (DSC) for all PRC records.

Requirements

High school diploma (or its equivalency).
Five (5) years of progressively responsible office administrative experience.
Professional administrative procedures and practices
Sound fiscal practices
Various computer programs and technology
Adobe Acrobat
Correct spelling, punctuation, and grammar usage
Intermediate records information management
MSOffice (Word, PowerPoint, Excel, Outlook)
Law practice management software or similar software
Professional telephone etiquette
Proofreading and editing
Prioritize, plan, organize, and coordinate work assignments
Use discretion and independent judgment
Compose and communicate complex information with accuracy and grammatical precision
Interpret TFB policies and procedures
Pay close attention to detail
Create ADA compliant forms and documents using Adobe
Communicate effectively and professionally, both verbally and in writing
Establish and maintain effective working relationships with a diverse group of people
Demonstrate initiative in group projects and individual settings
Tactfully manage difficult situations
Operate well under pressure and in a team atmosphere
Consistently provide an excellent service-oriented attitude

Nice To Haves

Associate or bachelor’s degree preferred.

Responsibilities

Handles the administrative aspects of the Practice Resource Center including phone calls, PRC and LRS emails, live chats, and Zendesk tickets.
Processes Lawyer Referral Service panel member applications, posts fee remittances in the LRS software program, handles escalated calls from the LRS clerks.
Researches PRC informational databases and responds to both telephonic and written requests for law office management information, and/or information about other Bar resources, from members and their office staff, judges, associations, and the public.
Monitors telephone messages and e-mail for the PRC Director and Practice Management Advisor(s) when they are traveling to ensure that urgent requests are handled promptly.
Maintains all fiscal records for the department; prepares journal entries and purchase order requests; assists in preparation of the annual budget and budget amendments; tracks Career Center, InReach, and LRS revenue.
Oversees the Lawyers Advising Lawyers program.
Prepares and submits new CLE course approval requests; requests approval period extensions for expiring CLE courses.
Miscellaneous scanning; monitors and provides periodic updates for PRC information on the Bar's website, and for Bar News filler ads.
As Designated Staff Custodian (DSC), manages the records of the department in a manner that complies with all applicable laws, rules, and industry standards.
Ensures all PRC records and forms are ADA compliant.
Purchases office supplies and departmental specialty supplies.