Job Description

DEFINITION

Under general supervision, the Program Supervisor is responsible for supervising the management of programs, policies and procedures, facilitating the development of operational guidelines for new programs and ensuring activities of programs are completed in accordance to procedures and policies. The Program Supervisor has direct supervision over subordinate clerical, technical, para-professional and professional positions specific to the division or unit to which they are assigned; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

The Program Supervisor for Testing Accommodations in the Office of Admissions provides first level supervision over support staff in Testing Accommodations and performs the most complex work. This class is characterized by the responsibility for assuring the activities of the assigned major programs or support functions are completed in accordance with the procedures and policies of the State Bar.

The Program Supervisor is distinguished from the Administrative Supervisor in that the former has knowledge of complex and advanced program functions and supervises staff in the performance of specialized program functions. The latter, typically will have supervisory duties over administrative and/or clerical staff.

EXAMPLES OF ESSENTIAL DUTIES 

Duties may include, but are not limited to the following:

· Supervises the management of programs, policies and procedures and facilitates the development of operational guidelines for new programs; ensures activities of programs are completed in accordance to procedures and policies.

· Directs, trains, assigns, and evaluates subordinate personnel in the performance of a variety of professional, administrative, and clerical support tasks, establishing and monitoring standards of performance.

· Assesses workloads, and assigns employees to ensure the timely and proper level of support for ongoing activities.

· Supervises, and evaluates the performance of assigned staff, including prioritizing, delegating and reviewing work assignments, monitoring performance and providing coaching for performance improvement and development; takes and imposes disciplinary action, up to and including termination, to address performance deficiencies.

· Analyzes and resolves escalated and difficult issues that originate from staff, the public, and other stakeholders.

· Evaluates program problems and procedures, develops recommendations for improvement and implements proposals and plans; develops written procedures to clarify or describe standard practices; coordinates the publication and dissemination of procedures.

· Identifies areas for development of substantive and programmatic resources relevant to the division/unit and assists in the creation of resources.

· Prepares and maintains reports, special studies, correspondence and statistical data.

· Assists in the development and monitoring of the capital and operational budget, overseeing the fiscal control systems, preparing and evaluating fiscal reports; analyzes need for budget items requested to determine whether items are justifiable, based on program objectives and priorities.

· Evaluates, in conjunction with the Information Technology Department, the use of electronic systems and researches and makes recommendations for more efficient and cost effective technology.

· Acts as a liaison and maintains effective working relationships with other State Bar employees, the Board of Trustees or other Committees (primarily the Committee of Bar Examiners), attorneys, outside agencies and the public.

· Serves on committees, working groups, and hearing panels with regard to Admissions-related functions as assigned by management and/or as delegated by State Bar Rules.

· May perform a number of 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:

· Principles of office management, budgeting, administration and supervision.

· Program and policy management.

· Program area specific to division or unit assignment (e.g., testing accommodations and the Americans with Disabilities Act and Amendments).

· Problem identification, analysis and evaluation.

· Computer information systems, including personal computer applications, word processing and spreadsheet programs. Knowledge of Salesforce based platforms and applications is very helpful.

· Principles of effective writing and verbal presentation.

· Coordination and operation of programs.

· Working knowledge of the State Bar Offices and their functions and a general knowledge of other agencies and their interface with the State Bar.

· Personnel selection and supervisory principles, practices, and procedures.

· Computerized information and database recordkeeping systems.

· Office procedure, budget preparation and maintenance techniques.

·   Windows 10, Microsoft Word, Outlook, Excel, Access Database, Adobe Acrobat, Mail Merge applications.

 ABILITY TO:

· Apply the policies and practices of a department.

· Plan, schedule, make work assignments, set priorities, train, evaluate, select and discipline subordinates.

·   Work under time pressure and heavy workload during periods leading up to the administration of each California Bar Examination, as well as set and prioritize immovable deadlines for completion of work.

· Operate modern office equipment including computer hardware, software, and internet and web-based applications.

· Make fine visual distinctions upon proofreading written documents and viewing information on a computer screen.

· Compile data and prepare narrative and statistical reports.

· Appropriately respond orally and in writing to requests and inquiries from applicants, the public, State Bar members, other State Bar departments, and other stakeholders.

· 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.

· Maintain the confidentiality of information.

MINIMUM QUALIFICATIONS:

EDUCATION:

· Bachelor’s degree in a field that develops skills related to essential duties, or equivalent academic achievement.

EXPERIENCE:

· Four (4) years of experience at the journey-level that included responsibility for professional-level activities such as program oversight, development, administration and/or work contributing to the development of operational procedures or plans, of which at least one (1) year should have been in a lead capacity.

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

LICENSE, CERTIFICATE, REGISTRATION REQUIREMENTS:

· None required.

PHYSICAL REQUIREMENTS:

· Sit for extended periods.

· Make fine visual distinctions upon proofreading written document and viewing information on a computer screen.

· Ability to lift up to 25 pounds.

· Possess visual capability and digital dexterity to operate a computer and other standard office equipment.

· Digital dexterity to assemble, retrieve and replace files.

· Frequent and ongoing use of a telephone and computer terminal.

Company Description

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. The State Bar: •Licenses attorneys and regulates the profession and practice of law in California •Enforces Rules of Professional Conduct for attorneys •Disciplines attorneys who violate rules and laws •Administers the California Bar Exam •Advances access to justice •Promotes diversity and inclusion in the legal system Created by the Legislature in 1927, the State Bar is an arm of the California Supreme Court, protecting the public by licensing and regulating attorneys. The State Bar licenses more than 250,000 attorneys, investigates approximately 16,000 complaints of attorney misconduct annually and distributes over $30 million in grants to legal aid organizations. We serve the people of California through careful oversight of the legal profession.