Program Specialist III

Office of Admissions – Program Specialist III Annual Salary Range: $75,073 - $100,060. FLSA Non‑exempt, Union Represented. Up to four days of remote work per week. The Office of Admissions, Testing Accommodations unit, seeks a highly skilled and detail‑oriented Program Specialist III to provide advanced professional administrative support and serve as a key contributor to the team in the Los Angeles or San Francisco office. About the Office The Office of Admissions acts as the administrative arm of the California Supreme Court, protecting the public by ensuring all entering attorneys possess the necessary legal competence and ethical character required to practice law. About the Role This position engages 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 require overnight travel twice a year. The Ideal Candidate Strong analytical abilities, sound judgment, and the capacity to interpret policies and procedures in a fast‑paced, high‑volume environment. Adept at managing competing priorities while maintaining accuracy in a deadline‑driven setting. Strong customer service skills, patience, empathy, and the ability to 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. Definition Under general supervision, the Program Specialist III performs a broad range of advanced administrative and technical support duties and may serve as a lead for Program Specialist I and II. Distinguishing Characteristics This advanced‑level classification requires performing assignments under general supervision, adapting to changing work processes, and assisting with training new employees. Incumbents are expected to perform duties with more independence and less supervision than Program Specialist II positions, and successful completion of the State Bar’s selection process is required. Examples of Essential Duties Performs complex technical, clerical, and administrative work involving knowledge, interpretation, and application of State Bar policies, rules, regulations, and procedures. Assists with the preparation and maintenance of office policies, procedures, statistical data, reports, transactions, records, and other documents. Monitors the implementation of new administrative processes 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. 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, 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 participants. Attends meetings and conferences; takes accurate minutes; handles organizational and administrative tasks; 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 providing recommendations for solutions. Performs public information activities, such as developing 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 documents, including 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 receipt and processing of fees and payments; notes discrepancies and ensures corrections and adjustments. 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 supply requests; verifies 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. Processes incoming emails and telephone calls from the public regarding State Bar Court discipline records. Performs other similar or related duties consistent with the general level of the job. Employment Standards Knowledge of: Computerized information, database record‑keeping systems, spreadsheet programs, word processing programs, and basic network systems usage and maintenance. Methods of analyzing and synthesizing the policies, programs, projects, and procedures to which the position is assigned. General principles of business and legal writing and preparation of minutes, agendas and special reports. Rules and regulations related to program administrative functions. Office and business management techniques. Business math for non‑technical calculations such as addition, subtraction, multiplication, and division. The basic rules of vocabulary, grammar, spelling, and punctuation as specified in Webster’s New Collegiate Dictionary. Problem identification, analysis, and evaluation. Office procedures, budget preparation, and maintenance techniques. Ability to: Set priorities and meet established deadlines. Understand, interpret, and apply procedures, laws, rules, and regulations as applicable. Take accurate notes and identify action items. Proofread and accurately edit documents in both electronic and written form. Communicate clearly and effectively in person and in writing. Prepare various correspondence, documents, case files, statistical data and reports. Operate required office equipment including PCs, fax machines, printers, copiers, and software applications. Perform timely and accurate data entry in case management systems. Obtain and present material in oral and/or written form. Establish and maintain effective interpersonal relationships at all organizational levels and with the public. Display high degree of maturity, integrity, and good judgment. Maintain confidentiality of information. Minimum Qualifications Education: High school diploma or equivalent; college degree preferred or a combination of education and experience sufficient to perform the duties. Experience: Two (2) years of experience performing clerical or administrative duties in an office setting. License, Certificate, and Registration Requirements: None required. About the State Bar 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. Our Values Clarity | Investing in Our People | Excellence | Respect | Growth Mindset DEI Statement We are a diverse, equitable, and inclusive workplace where all employees and prospective employees experience fairness, dignity, and respect. #J-18808-Ljbffr State Bar of California