Program Specialist II

Program Specialist II

The Office of the Chief Trial Counsel (OCTC) is the enforcement arm of the attorney discipline system. OCTC is comprised of teams that handle intake, investigation, and prosecution in the State Bar Court of allegations that attorneys have violated the State Bar Act or the Rules of Professional Conduct. OCTC also receives, reviews, and investigates complaints alleging unauthorized practice of law (UPL) by non-attorneys.

The Program Specialist II position will perform research, and collect information and data, such as information related to subpoena requests, and assist with other PSII administrative duties. This includes utilizing OCTC's case management system and various Microsoft applications. As necessary, assume primary responsibility for conducting and/or overseeing special projects. This position will be required to provide coverage for other program specialist IIs as needed.

Under general supervision, the Program Specialist II performs a variety of general and/or Office-specific technical and administrative support duties.

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.

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.
• 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.

Knowledge 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 webbased 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:

• 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:

• None required.

The State Bar of California's mission is to protect the public and includes the primary functions of licensing, regulation, and discipline of attorneys; the advancement of the ethical and competent practice of law; and support of efforts for greater access to, and inclusion in, the legal system.

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