Oregon State Bar Job Opportunities

Admissions Assistant

We are looking for someone to provide coordination and administrative support to the Admissions Department programs and events.

Responsibilities include the following:

• Assists the Admissions Manager and the Admissions Coordinator with the development and administration of the Oregon Bar Examination including exam site management and set up; directions to volunteers; and security and accountability of tests, books, applicant registrations, and count. Recruits volunteer proctors prior to the exam.
• Processes bar applications, including review for complete information and enters data into database.
• Works extensively with applicants, the Board of Bar Examiners (BBX), law school deans, and foreign law consultants, regarding navigation of the application process including rules, eligibility, compliance, and deadlines. 
• Reviews applications and notarizes applicant signatures. Initially flags bar application issues. Conducts routine data collection for the investigation of admissions applicants.  Conducts further data collection at direction of Admissions Manager or Admissions Coordinator.
• Assists in preparing files for contested evidentiary hearings and Supreme Court hearings as needed.
• Supports departmental administrative and clerical activities.
• Reviews and analyzes program and event financial data and expenses: makes recommendations for the program’s annual budget and individual event budgets; prepares board and departmental financial reports for the Admissions Manager; and processes event expenses.
• Assists in planning and preparation for board meetings, grading sessions, presentation of exam results to the Supreme Court, and swearing in ceremony.
• Attends BBX board meetings for the purpose of preparing minutes. Attends special committee conference calls and meetings as needed for the purpose of ensuring all BBX instructions are noted for follow up. Helps coordinate and prepare for all BBX meetings.
• Registers BBX members for special events. Coordinates National Conference of Bar Examiners (NCBE) conference registrations and logistics for the BBX and Admissions staff.
• Drafts letters, memoranda, instructions, and schedules from rough drafts and from scratch when necessary to plan, organize, and execute Admissions events.
• Handles confidential and sensitive material to include compiling, and mailing bar exam information and results.
• Produces, formats, and maintains all application materials.
• Maintains and updates the department’s information for the Oregon State Bar (OSB) website. Works with the Information Technology Department for system enhancement and website updates. Assists with the preparation and implementation of BBX policies and Supreme Court Rules for Admission including updating and modifying changes for the OSB website.
• Receives, processes, and distributes department mail.
• Supports and recommends continuous process improvement for the department’s responsibilities and activities.

Candidates may have any satisfactory equivalent combination of the following experience and training which ensures the ability to perform the work:

• Two or four year degree in business, public administration, paralegal studies or related field.
• Four years experience in administrative office work to include word processing, computer network skills, mail sorting and routing, filing, copying, maintenance of supplies, and mass mailings.
• Experience in an event planning capacity.
• Experience with office record-keeping and reporting systems, financial record-keeping systems, and administrative organization methods.
• Current notary public license or ability to attain within 6 months.
• Experience with and ability to exercise a high degree of confidentiality.
• Experience with the Microsoft Office Suite in a Microsoft Windows environment with particular emphasis on Word, Excel, and Outlook. Experience with Adobe Writer and database programs.  Experience with Oregon’s Law Enforcement Data Systems (LEDS) preferred. Ability to become familiar with OSB-specific programs and software.
• Ability to type 50 WPM with accuracy.
• Excellent interpersonal and conflict management skills with strong ability to listen and use tact.
• Strong organizational skills and time management skills and practices.
• Excellent written and oral communications skills.
• Ability to work independently and in a team environment both efficiently and courteously.
• Ability to exercise a professional demeanor and a consistently high level of internal and external 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 Oregon State Bar.
• Ability to manage multiple projects, multitask, prioritize, and meet deadlines in a fast-paced, detail-oriented environment.
• Commitment to the concept of teamwork and cross-responsibility within a department and between departments.
• Ability to pay strict attention detail.
• 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 lift up to 35 pounds for purposes of setting up for events on or off site.
• Ability to use appropriate transfer equipment to transport department equipment and supplies.
• Ability to work in a moderately noisy, open environment.

Salary range minimum starts at $24.07 per hour. The OSB offers excellent benefits including voluntary 6% participation in the PERS program.

Send resume with a cover letter to our mailing address below
(please note: building location directions here):

Director of Human Resources
Attention: AA
Oregon State Bar
P.O. Box 231935
Tigard, OR 97281-1935

Fax to (503) 598-6985 or email to hr@osbar.org.

Equal Opportunity Employer

CLE Seminars Program and Event Assistant

We are looking for someone to provide for the preparation, coordination, and execution of Continuing Legal Education (CLE) event logistics and administrative duties.

Essential Duties include the following:

• Sets up online registration for all department-sponsored and co-sponsored events.
• Sets up on-site materials and supplies for registration check-in, accepting at-door registrations, and answering attendee questions.
• Reserves meeting room space at the OSB Center. Prepares meeting room set up details and audio/visual (A/V) requests.
• Purchases, sets up, and monitors food and beverages for department events held at the OSB Center.
• Tests OSB Center A/V equipment prior to events and monitors throughout the event. Verifies on-site A/V equipment requests for non-OSB center events.
• Verifies and monitors on-site catering orders for non-OSB center events.
• Reserves staff, speaker, and planner hotel guest rooms. Makes speaker and planner travel (air, train, and hotel) reservations in accordance with bar and department policies.
• Prepares and sends electronic and print forms and correspondence related to CLE events.
• Maintains detailed and accurate event and program files. Prepares event reports and data.
• Orders office supplies.
• Models behavior that values diversity and incorporates inclusive and culturally competent practices.

Candidates may have any satisfactory equivalent combination of the following experience and training which ensures the ability to perform the work:

• High school diploma or equivalent certificate supplemented by at least four completed semesters of college level, business-related course work.
• Three years of experience in an administrative role. Experience in registration-based events and in a business meeting planning capacity preferred.
• Proven experience recognizing and acting upon opportunities to provide good customer service and a good customer experience.
• Experience composing and replying to business correspondence, inquiries, solicitations, and complaints in a variety of print and electronic formats, including letters, email, and forms.
• Experience using various presentation software and audio/visual equipment (e.g. PowerPoint and media clips).
• Experience with the Microsoft Office Suite in a Microsoft Windows environment with particular emphasis on Word (including mail merge), Excel, Outlook, and PowerPoint. Experience with membership management database entry, retrieval, and manipulation preferred. Ability to become familiar with OSB-specific programs and software.
• Ability to type 50 WPM with accuracy.
• Ability to arrive punctually at all events early in the morning. Ability to remain at some events until early evening.
• Ability to reliably transport seminar equipment and material to offsite seminar locations.

Salary range starts at $20.80 per hour. The OSB offers excellent benefits including voluntary 6% participation in the PERS program.

Send resume with a cover letter to our mailing address below
(please note: building location directions here):

Director of Human Resources
Attention: CLE
Oregon State Bar
P.O. Box 231935
Tigard, OR 97281-1935

Fax to (503) 598-6985 or email to hr@osbar.org.

Equal Opportunity Employer

Discipline Legal Secretary

We are looking for someone to provide administrative and legal secretarial support for the Disciplinary Counsel’s office and related regulatory programs.

Essential Duties include the following:

• Supports three Assistant Disciplinary Counsel lawyers, as a legal secretary, by managing and processing a disciplinary caseload, including processing daily mail, photocopying, and filing.  Supports any and all other department lawyers as needed.
• Maintains litigation docket calendar, case tracking, and filing systems ensuring adherence to deadlines for all stages of the investigation, prosecution, and appeal process.
• Prepares wide variety of documents from dictation and written draft including correspondence, reports, State Professional Responsibility Board (SPRB) memos, pleadings, trial memoranda, and appellate briefs. Prepares form letters and initial drafts of correspondence and pleadings as appropriate.
• Assists with trial preparation, including preparation of subpoenas, maintaining contact with witnesses, arranging for service of documents, scheduling depositions, preparing exhibits for hearing, and preparing the record for submission in appeals. 
• Supports litigation and assists with trials as needed, including scheduling and preparing conference rooms for conferences, depositions, and hearings as appropriate.
• Manages filing systems and workflow strategies pertaining to assigned lawyers by demonstrating good time management and organizational skills.
• Ensures SPRB submissions are in the proper format and produced in a timely fashion for the regularly scheduled agendas.
• Prepares and files disciplinary cost bills.
• Assists with record management by keeping files in an orderly fashion and, once concluded, prepares files for scanning according to record retention policies.
• Prepares open files for public record reviews in accordance with public records guidelines.
• Processes invoices for investigation and litigation expenses.
• Performs data entry processes, opening, closing, and tracking matters as appropriate.
• Interacts extensively with members, the public, volunteers, other bar departments, and other agencies regarding membership status, disciplinary records, complaint procedures, and related subjects within the responsibility of Regulatory Services and Disciplinary Counsel’s Office.
• Coordinates travel plans for Assistant Disciplinary Counsel, Bar Counsel, and witnesses, including preparation of reimbursement and other expense reports.
• Models behavior that values diversity and incorporates inclusive and culturally competent practices.

Candidates may have any satisfactory equivalent combination of the following experience and training which ensures the ability to perform the work:

• High school diploma or equivalent certificate. Additional course work in college or business school preferred.
• Five years progressively responsible secretarial experience in a legal office environment involving litigation and/or appellate work.
• Experience with office record-keeping and reporting systems, financial record-keeping systems, and administrative organization methods.
• Experience working in an environment dealing with ethics rules and principles desired.
• Experience with document management and litigation support programs desired.
• Experience with 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 70 WPM with accuracy.

For this salary range, the minimum is $22.93 per hour. The OSB offers excellent benefits including voluntary 6% participation in the PERS program.

Send resume with a cover letter to our mailing address below
(please note: building location directions here):

Director of Human Resources
Attention: LS
Oregon State Bar
P.O. Box 231935
Tigard, OR 97281-1935

Fax to (503) 598-6985 or email to hr@osbar.org.

Equal Opportunity Employer

Diversity & Inclusion External Coordinator

We are looking for someone to provide external support for the Director of Diversity & Inclusion (Director) and the department and serve as a representative and liaison on behalf of the department to external stakeholders who currently partner with the Diversity & Inclusion (D&I) Department.

Essential Duties include the following:

• Promotes and advertises D&I’s ongoing diversity and partnership programs, and diversity events to external stakeholders.
• Develops, coordinates, and refines department procedures to effectively plan and administer the pipeline, employment, scholarship, and mentorship programs.
• Works with the Director, Advisory Committee on Diversity & Inclusion (ACDI), and other external stakeholders in developing, planning, and implementing new programs and events that help achieve the OSB’s diversity goals.
• Plans, coordinates, and participates in other events, on and off site as assigned to include assisting with transporting supplies and equipment, set up, and breakdown of events.
• Informs and provides resources to students, recent law graduates, new attorneys, and attorneys in transition regarding law school, the bar exam, job search strategies, career options, and related resources.
• Participates as a mentor in formal mentorship programs with outside organizations, and develops informal mentorship relationships with prospective law students, current law students, law school graduates, and new attorneys.
• Maintains D&I’s positive existing relationships with Oregon colleges and law schools, students and student groups, specialty bar associations, OSB sections and committees, and diverse community organizations. Collaborates with these groups to develop or coordinate partnership programs related to diversity.
• Attends after-hours networking, meeting, fundraising, and other diversity-related events as a representative of the OSB.
• Gives presentations to law school groups, legal employers, students in the law school pipeline, and others regarding OSB diversity programs and initiatives.
• Collaborates with the Director and the national network of bar association diversity professionals to share resources and best practices. Assists with strategies for sourcing and retaining diverse employees for employers in the legal field.
• Participates in ongoing training and development to identify best practices and enhance cultural competency.
• Works to oversee preparation and distribution of informational and marketing materials. Composes correspondence, reports, letters, memoranda, publications, and pamphlets. Produces department newsletter for D&I stakeholders and constituents.
• Models behavior that values diversity and incorporates inclusive and culturally competent practices.

Candidates may have any satisfactory equivalent combination of the following experience and training which ensures the ability to perform the work:

• Bachelor’s degree from an accredited four-year college or university. JD degree required and licensed to practice law preferred. Two years of experience in the programming aspects of diversity and inclusion, affirmative action, and access and equity events. Experience with integration and orientation programming for minority, historically underrepresented, and low socio-economic populations desired.
• Experience making presentations and conducting training addressing diversity and inclusion to small and large groups.
• Experience with data analysis, program assessment, and performance measurements and evaluation.
• Experience working directly with diverse individuals and constituents. Experience working with students in an education environment preferred.
• Experience with office record-keeping and reporting systems, financial record-keeping systems, and administrative organization methods. Experience with bookkeeping, or budget preparation and management.
• Knowledge of law school requirements, success strategies for passing the bar exam, and career opportunities for lawyers. 
• Experience with event planning and conference management preferred.
• Demonstrated passion for and commitment to diversity and inclusion preferably in the legal field.
• Experience with the Microsoft Office Suite in a Microsoft Windows environment with particular emphasis on Word, Excel, Outlook, PowerPoint, and Access. Experience with database management programs.

For this salary range, the minimum is $28.44 per hour. The OSB offers excellent benefits including voluntary 6% participation in the PERS program.

Send resume with a cover letter to our mailing address below
(please note: building location directions here):

Director of Human Resources
Attention: EC
Oregon State Bar
P.O. Box 231935
Tigard, OR 97281-1935

Fax to (503) 598-6985 or email to hr@osbar.org.

Equal Opportunity Employer

Member Services Assistant

We are looking for someone to provide part-time administrative support services to the Member Services Director and department staff.

Responsibilities include the following.

• Provides support by composing and typing a wide variety of reports and documents, coordinating timesheets, organizing department meetings, and other clerical tasks. Sorts and distributes department mail.
• Serves as receptionist during absences and daily breaks. Maintains a high level of general knowledge about OSB departments, programs, and services and provides information to callers and visitors.
• Prepares and distributes the monthly OSB public meeting notice.
• Manages list serves and reviews content to identify and escalate potential issues to relevant OSB staff.
• Maintains supply of volunteer recognition materials and office supplies for the department. Supports program activities and accounts payable by completing check requests and monitoring program expenses.
• Coordinates the departmental records retention process.
• Serves as backup for department staff to include monitoring email and providing electronic communication services for bar groups in accordance with OSB communication policies.
• Models behavior that values diversity and incorporates inclusive and culturally competent practices.

Candidates may have any satisfactory equivalent combination of the following experience and training which ensures the ability to perform the work:

• High school diploma or equivalent certificate supplemented with some completed college or business school course work.
• Two years of increasingly responsible administrative work.
• One year of experience as a receptionist handling reservations and scheduling, or similar duties.
• Proven experience working in a confidential environment.
• Proven experience recognizing and acting upon opportunities to provide good customer service and a good customer experience.
• Experience with the Microsoft Office Suite in a Microsoft Windows environment with particular emphasis on Word, Excel, and Outlook. Database management skills to include data manipulation and generating reports. Ability to become familiar with OSB-specific programs and software.
• Ability to type 60 WPM with accuracy.
• Ability to be punctual and adhere to firm attendance schedule.

Salary range starts at $19.81 per hour. The OSB offers excellent benefits including voluntary 6% participation in the PERS program.

Send resume with a cover letter to our mailing address below
(please note: building location directions here):

Director of Human Resources
Attention: MSA
Oregon State Bar
P.O. Box 231935
Tigard, OR 97281-1935

Fax to (503) 598-6985 or email to hr@osbar.org.

Equal Opportunity Employer