Attorney Admissions Specialist

This role is responsible for the admission of Oregon attorneys pursuant to the Supreme Court Rules for Admission of Attorneys and the Regulatory Counsels Office polices.

This position is authorized to work a hybrid schedule.

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Essential Duties:

• Process bar applications through the IT system and ensures that data is accurate and functional for making admissions decisions. Troubleshoot issues, communicate and coordinate with IT for continuous improvements, communicate process improvements to team, create SOP’s for training purposes.
• Conduct initial review of bar applications, initiate references, escalate for additional review as needed to determine eligibility for admission.
• Maintain confidential and sensitive material regarding applicants, including conducting preliminary character and fitness investigations, and reviewing and evaluating reports and documents as appropriate. Responsible for reviewing, processing and admitting approximately 700 new members annually.
• Makes recommendations to the Oregon Supreme Court in alignment with the Rules for Admission of Attorneys.
• Assists with processing all other admissions applications, character and fitness investigations, and regulatory projects, as needed.
• Assists in preparing files for contested evidentiary hearings and Supreme Court hearings as needed.
• Drafts letters, memoranda, instructions, and schedules from rough drafts and from scratch to plan, organize, and execute Admissions events such as the bar exam, OCLEAB, and bar exam grading sessions.
• Support Admissions events by assisting with planning, organizing, preparation, setup, and on-site coordination and administration.
• Handles confidential and sensitive material to include compiling, and mailing bar exam information and results.
• Produces, formats, and maintains all application materials. Maintains departmental policy and procedure manuals. Coordinates archiving and destruction of electronic files in compliance with the Regulatory Counsel’s office retention policy.
• Assists with special projects and implementation of new programs.
• Assists Supreme Court with planning and executing overseeing the admissions swearing-in ceremony.

Other Duties:

• Other duties as assigned

Qualifications:

• Associate degree in business, public administration, paralegal studies or related field.
• Two years’ experience with similar institutions, processing intake materials in adherence to set guidelines and protocols.
• Experience in an event planning capacity.
• Experience with office record-keeping and reporting systems, financial record-keeping systems, and administrative organization methods.
• Proven experience working in a confidential environment.
• Experience with the Microsoft Office Suite in a Microsoft Windows environment with particular emphasis on Word and Excel. Experience with Adobe Writer and database programs.
• Ability to type 50 WPM with accuracy.
• Ability to independently review information and apply appropriate adjustments based on established guidelines and rules.
• Excellent interpersonal and conflict management skills with strong ability to use tact.
• Strong organizational skills.
• Ability to create and maintain departmental policies and procedures as well as monitor current methods for process improvement.
• Excellent written and verbal communications skills.
• Ability to exercise professional demeanor and a high level of customer service for a potentially demanding customer base in a variety of situations.
• Ability to exercise sound judgment in keeping with the policies and objectives of the Admissions Department and the OSB.
• Ability to multitask, prioritize, and meet deadlines in a detail-oriented, fast-paced environment.
• Commitment to the concept of teamwork and cross-responsibility within a department.
• Ability to pay strict attention to detail.

Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may be substituted for the above.

Job Related Physical Characteristics:

• Ability to communicate in person, in writing, by e-mail, and by telephone.
• Ability to operate a computer for long periods of time.
• Ability to remain in a stationary position for long periods of time.
• Ability to manipulate data for program and budgetary purposes and typing.
• Ability to use standard office equipment and computer peripherals.
• Ability to position self for purposes of filing.
• Ability to work in varied environments and locations.
• Ability to perform detailed work requiring concentrated effort.
• Ability to travel overnight, inside and outside Oregon, to meetings and seminars.
• Ability to use appropriate transfer and hand equipment to transport, organize and inventory departmental equipment, supplies and physical files.
• Ability to work in a moderately noisy, open environment.
• Ability to lift up to 35 pounds.

Sick Leave and Vacation.

Medical, Dental, and Vision Insurance.

Voluntary 6% participation in the PERS program.

Voluntary deferred compensation with OSGP.

Employee Assistance Program.