Job Description
Office of Admissions, Moral CharacterProgram Specialist I Annual Salary Range: $60,494 - $80,655
Program Specialist II Annual Salary Range: $66,539 - $88,724
FLSA: Non-Exempt / Union Represented
This position will allow for up to four days of remote work.
About the Office: The Office of Admissions oversees all activities required for admitting attorneys to practice law in California. Admissions oversees the administration of the California State Bar Exam, First-Year Law Students' Exam, and the Legal Specialization Exams.The office conducts applicant moral character investigations, accreditation, and registrations of non-ABA law schools. Applicant fees, accreditation fees, and interest income fund the Office of Admissions. Admissions processes special admissions applications for attorneys who are licensed in another state to work in unique capacities in California.
About the Job: The Pre-Processing section of the Moral Character Determinations unit seeks to fill a Program Specialist I/II position with an experienced administrative professional with at least two (2) years of relevant experience. This position requires a proactive person who can work independently to process and manage a high-volume moral character application caseload, ensure each submission is complete, and approve cases with minimal significant background history. The ideal candidate must communicate effectively, verbally and in writing, pay close attention to detail, have a strong background in providing excellent customer service, and be comfortable with technology (Salesforce experience is a plus).
Please note that all employees in the Office of Admissions are required to work at examinations to which they are assigned; this will include overnight travel between two to four times per year.
DefinitionUnder direct supervision, the Program Specialist I performs a variety of general and/or Office-specific technical and administrative support duties.
Under general supervision, the Program Specialist II performs a variety of general and/or Office-specific technical and administrative support duties.
Distinguishing CharacteristicsThis is the entry-level classification in the Program Specialist classification series. Incumbents work under direct supervision while learning job tasks, progressing to general supervision and independence as procedures and processes of assigned areas of responsibility are learned.
The Program Specialist I classification is distinguished from the Program Specialist II classification by the latter's more complex and difficult clerical and administrative support responsibilities.
This is the journey-level classification in the Program Specialist classification series. Incumbents at this level are expected to perform assignments under general supervision and to adapt to changing work processes and may assist with training new employees in work procedures and methods.
The Program Specialist II classification is distinguished from the Program Specialist I classification by the former's more complex and difficult technical and administrative support responsibilities. Incumbents in Program Specialist II positions are also expected to perform their duties with less supervision than incumbents in Program Specialist I positions.
Examples of Essential DutiesProgram Specialist I
Duties may include, but are not limited to, the following:
- Performs technical and administrative work involving the knowledge, interpretation, and application of State Bar policies, rules, regulations, and procedures.
- Receives, sorts, distributes, and processes in-coming/outgoing mail and other materials.
- Files documents and maintains office folders, program transactions, records, and other documents.
- 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 in the preparation and maintenance of statistical data, reports, and correspondence.
- Responds to routine written and telephone inquiries.
- 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; analyzes information to ensure forms or reports are complete, accurate, and filed.
- Operates office equipment, including copy machines, scanners, fax machines, computers, printers, and other equipment.
- Learns to set up rooms for meetings or conferences, including checking in attendees, making or setting out beverages and refreshments, and clearing or cleaning up rooms.
- 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.
Program Specialist IIDuties may include, but are not limited to, the following:
- 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 in the preparation and maintenance of statistical data, reports, and correspondence.
- 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.
Employment StandardsKnowledge of:
- 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.
- Pay attention to details.
- Learn and apply the policies and practices of a department.
- Learn new work processes and procedures.
- Operate modern office equipment, including computer hardware, software, and internet and web based applications.
- Take accurate messages and relay them quickly and efficiently.
- Appropriately respond to requests and inquiries from the general public or other departments.
- Understand and carry out oral and written instructions.
- 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.
- Display a high degree of maturity, integrity, and good judgment.
- Maintain the confidentiality of information.
Minimum Qualifications Education:Possession of High School diploma or equivalent.
Experience:Program Specialist I
- Experience working in an office setting performing clerical or administrative duties is preferred.
Program Specialist II
- One (1) year of experience working in an office setting performing clerical or administrative duties.
Applicants who meet the Minimum Qualifications will be required to successfully complete the State
Bar's selection process for this classification.
License, Certificate, and Registration Requirements:We are a diverse, equitable, and inclusive workplace where all of our employees and prospective employees experience fairness, dignity, and respect.
