Program Assistant II

  • STATE BAR OF CALIFORNIA
  • San Francisco, California
  • Jan 01, 2022
Full Time Project Management

Job Description

Job Description

Office of Professional Competence

Salary Range: $54,034 - $ 72,023

Non-exempt / Union Represented

UPDATED DECEMBER 27,2021

Program Assistant

The Program Assistant II will provide administrative support for a wide array of programmatic office functions including: The Ethics Hotline telephone research service, Lawyer Referral Service Certification program, and Mandatory Fee Arbitration program. You will assist with email responses to client requests for lawyer referrals and attorney inquiries regarding the State Bar's e-learning courses, and will handle general incoming calls regarding OPC's various resources, as well as calls from clients and attorneys with questions about the Mandatory Fee Arbitration program (MFA). This position will also carry out generalized support for the MFA program casework, support for committees and commissions, including agenda management tasks, and assist in maintaining electronic and hard copy files and document destruction and archiving work. Attention to detail, strong oral and written communication skills, and good organizational skills required.

DEFINITION

Under general supervision, the Program Assistant class performs specialized/technical clerical duties in an assigned State Bar division or unit; positions within this class vary in the work performed depending on the specialty area and perform related duties as required.

DISTINGUISHING CHARACTERISTICS

Program Assistant II is the journey level in the Program Assistant series. The primary duties in the assigned division/unit specialty area require technical, statutory, and State Bar rules and regulations knowledge; duties are carried out based on related program federal and state laws, policies, codes, legal documents and technical/legal terminology.

The Program Assistant is distinguished from the Administrative Assistant in that the latter is primarily focused on staff support and office support functions such as computer keyboarding, maintaining manual and computerized files and data bases, preparing reports, processing routine documents and conveying information to the public about procedures or services.

The Program Assistant II classification is distinguished from the Program Assistant I classification by the incumbent's ability to independently perform the full range of duties, including the more difficult division/unit specific clerical office support duties.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to the following:
  • Performs technical/clerical work involving the knowledge, interpretation, and application of State Bar policies, rules, regulations, and procedures.
  • Reviews processes and maintains program transactions, records and other documents.
  • Assists in the preparation and maintenance of statistical data, reports, and correspondence.
  • Reviews various applications for admittance and/or membership for completeness and accuracy.
  • Maintains computer systems and data bases containing applicant and member information, records of verbal and written communications, follow-up research, referrals to others, and actions taken for problem resolution.
  • Reviews applicant credentials, determines eligibility, analyzes and evaluates special accommodation requests.
  • Responds to written and telephone inquiries from applicants, members, and the public both in writing and orally.
  • Assists with the receipt and processing fees and payments; notes discrepancies and ensure corrections and adjustments are made.
  • Maintains databases, runs weekly back-ups and forwards the information to the appropriate staff; analyzes error reports, researches problems and corrects relevant databases.
  • Responsible for supervision of an assigned test center for State Bar examinations, coordinates test center proctors and other staff.
  • May perform a number of 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:
  • Principles of customer service techniques.
  • Principles of problem identification, analysis and evaluation.
  • Principles of effective writing and verbal presentation
  • Basic rules of vocabulary, grammar, spelling and pronunciation as specified in Webster's New Collegiate Dictionary.
  • Working knowledge of the State Bar Offices and their functions and a 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:
  • Apply the policies and practices of a department.
  • Operate modern office equipment including computer hardware, software, and internet and web-based applications.
  • Make fine visual distinctions upon proofreading written documents and viewing information on a computer screen.
  • Appropriately respond to requests and inquiries from the public, State Bar members, or other departments.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective interpersonal relationships at all organizational levels as well as with the public.
  • Maintain the confidentiality of information.

Minimum Qualifications:

Education:
  • Possession of a High School Diploma or equivalent.

Experience:
  • Two (2) years' post-secondary education or two (2) years' directly relevant experience in a position requiring basic research, analysis of data and public contact.

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

License, Certificate, Registration Requirements:
  • None required.

Physical Requirements:
  • Sit for extended periods of time.
  • Make fine visual distinctions upon proofreading written document and viewing information on a computer screen.
  • Ability to lift up to 25 pounds.
  • Possess visual capability and digital dexterity to operate a computer and other standard office equipment.
  • Digital dexterity to assemble, retrieve and replace files.
  • Frequent and ongoing use of a telephone and computer terminal.

Condition of Employment

Employment with the State Bar of California requires full vaccination and proof of full vaccination for COVID-19 before starting work. Exemptions to the mandatory vaccination policy may be available for a medical condition, disability, or sincerely held religious belief and must be approved before starting work.

Job Address

San Francisco, California United States View Map