MCLE Program Assistant

Overall Position Objective:

Provides a variety of administrative, secretarial, and clerical support for the Minimum Continuing Legal Education (MCLE) Program.

This position is authorized to work a hybrid schedule.

Essential Duties:

· Provides clerical and administrative support to the MCLE Program Manager.

· Manages incoming mail, including reviewing, sorting, and distributing correspondence.

· Processes IOLTA and MCLE compliance reports.

· Completes data entry of approved CLE programs and processed compliance reports.

· Completes data entry for IOLTA reporting program, including maintaining and updating confidential account information.

· Provides information about IOLTA reporting requirements to licensees.

· Responds to a high volume of calls, emails, and other inquiries from licensees and sponsors.

· Serves as a resource on MCLE rules, procedures, and filing requirements.

· Maintains department records in Aptify in accordance with OSB’s records retention policy.

· Handles routine and special correspondence and prepares various reports as requested.

· Responsible for proper execution of all program procedures and projects.

· Executes all program procedures and processes in the absence of the MCLE Program Manager.

· Prepare and send billing reminder emails to licensees and sponsors to ensure timely payment and follow-up on outstanding invoices.

· Assists with the preparation and administration of the Bar Exam, held twice annually, as needed.

· Supports the Supervised Practice Portfolio Examination (SPPE) process, including reviewing employer and supervising attorney application and other related tasks, as needed.

· Models behavior that values diversity and incorporates inclusive and culturally competent practices.

Other Duties:

· Other duties as assigned.

Qualifications:

· High school diploma or equivalent certificate, supplemented by at least some additional completed post-secondary course work.

· Five years of progressively responsible experience in secretarial and/or administrative type office work preferably including experience in a corporate or executive office environment.

· Demonstrated knowledge of all aspects of secretarial and clerical work including typing, daily mail distribution, data entry, filing, copying, maintenance of supplies, mass mailings, and administrative organization methods.

· Demonstrated knowledge of office record-keeping and reporting systems and financial record-keeping systems.

· Demonstrated knowledge of the Microsoft Office Suite in a Microsoft Windows environment with particular emphasis on Word, Excel, and Outlook. Experience with database programs. Ability to become familiar with OSB-specific programs and software.

· Ability to type 60 WPM with accuracy.

· Effective and productive use of time management practices, prioritizing, multi-tasking, and working in a fast-paced, detail-driven, service-oriented environment.

· Interpersonal and conflict resolution skills with demonstrated ability to listen to understand and manage difficult conversations.

· Self-motivation skills requiring minimal supervision with ability to balance independent and team-oriented work.

· Ability to work in a team and provide professional customer service.

· Demonstrated written and oral communication skills using in-person and virtual formats.

· Ability to be flexible, agile, and resilient in addressing expected and unexpected situations.

· Ability to pay strict attention to detail.

· Ability to maintain a professional demeanor and provide a high level of customer service for a potentially demanding customer base in a variety of situations and with various interest groups or individuals with conflicting and competing needs, desires, and demands.

· Ability to exercise sound judgment in keeping with the policies and objectives of the MCLE Program, General Counsel’s Office, and the Oregon State Bar.

· Commitment to the concept of teamwork and cross-responsibility within a department.

· 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 email, by telephone, and other communication media, e.g., video conferencing.

· Ability to operate a computer for long periods.

· Ability to remain in a stationary position for long periods.

· Ability to remain on the telephone for long periods.

· Ability to manipulate data for program and database purposes and typing.

· Ability to use standard office equipment and computer peripherals.

· Ability to perform the physical activities and movements necessary to carry out the essential functions of the position, with or without reasonable accommodation.

· Ability to maintain focus and perform detailed work requiring concentrated effort for long periods.

· Ability to perform close vision work and adjust focus from hardcopy documents to the computer screen.

· Ability to travel overnight, inside and outside Oregon, to meetings and seminars.

· Ability to lift up to 35 pounds for purposes of moving and storing files.

· Ability to work in a moderately noisy, open environment.

Pay: $22.61 - $28.26 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Ability to Commute:

• Portland, OR 97224 (Required)

Ability to Relocate:

• Portland, OR 97224: Relocate before starting work (Required)

Work Location: Hybrid remote in Portland, OR 97224