Program Specialist II

Job Description:

Program Specialist II

Description

Job Description

Regulation Division - Client Trust Account Protection Program (CTAPP)

2025 Annual Salary Range: $68,202 - $90,942

Non Exempt / Union Represented

This position allows for up to four days of remote work per week.

About the Office

The Division of Regulationensures State Bar licensees comply with obligationsimposed by the State Bar Act, the Rules of Court, and the Rules of the State Bar, including annual reporting and registration, licensing fee, Client Trust Account Protection Program (CTAPP), and Minimum Continuing Legal Educationrequirements. The CTAPP was established to help protect client funds held in trust by California attorneys through detection and deterrence of client trust accounting misconduct. The Division also registers law corporations and, limited liability partnerships, certifies minimum continuing legal education providers and lawyer referral services, andmaintains the official roll of attorneys on behalf of the California Supreme Court-the records of all attorneys licensed to practice in California. The Division focuses on proactive regulation by recommending laws and promulgating rules to support the ethical practice of law and conducts preventative education and provides resources and programs on licensee's professional responsibility obligations through e-learning, live presentations, publications, and other content, as well as through the Ethics Hotline, which offers ethics research assistance to licensees.Finally, the Division includes the Lawyer Assistance Program-Support Services, which provides education on competence and attorney wellness, as well as short-term counseling and support groupsfor legal professionals.The division also supports key committees and working groups that provide ethics guidance, and address policy and rule changes.

About the Position

The CTAPP Program Specialist plays an important role in a new regulatory program designed to protect client funds held in trust by California attorneys through detection and deterrence of client trust accounting misconduct. The Program Specialist will assist with the administration and coordination of compliance reviews with licensees and external accountants. This position involves creating engagement files in our audit management software, providing materials to licensees to kickoff their compliance reviews, tracking engagements over time, and preparing status reports. The CTAPP Program Specialist will work closely with everyone on the team.

Definition

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

Distinguishing Characteristics

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 Duties

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.
• Drafts internal documents and external commutations with members of the public and stakeholders.
• 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 within the State Bar the general public, both in writing and orally. Excellent written and oral communication skills are required.
• Assists with the receipt and processing fees and payments; notes discrepancies and ensures corrections and adjustments are made.
• Performs preliminary research, collects information and data, analyzes or assists in the 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.
• 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 Standards

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 .
• Satisfactory written communication that requires minimal editing.
• 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:

• One (1) year of experience working in an office setting performing clerical or administrative duties.

License, Certificate, and Registration Requirements:

• None required.

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

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

Learn more about our values.

DEI Statement

We are a diverse, equitable, and inclusive workplace where all of our employees and prospective employees experience fairness, dignity, and respect.

Learn more about our commitment to DEI.