This position provides support to the Systems Support Specialist, Assistant Director, and Executive Director, with a particular focus on assisting within the Technology and Attorney Registration Offices. Responsibilities include hosting and live-streaming public proceedings, updating the attorney registration database, assisting the Systems Support Specialist, assisting the Assistant Director, processing attorney registration payments, serving as office receptionist; sorting and distributing the mail; and preparing correspondence and documents.
Maintain and grow the Case Research Collection (web-based). This includes collecting all public and private case information and public case documents and appropriately publishing for public access.
Act on behalf of the Systems Support Specialist in matters that relate to Hearing Committee review assignments. This may include resetting passwords, walking the members through the assignment, and answering basic questions regarding the software.
Perform maintenance on content housed in SharePoint.
Host and live-stream remote proceedings using the Board’s Webex and YouTube accounts.
Perform DocuWare records cleansing weekly, or as otherwise needed.
Perform general website maintenance.
Monitor and update all documents on the Board’s website for ADA compliance.
Coordinate the development and placement of the Board’s Disaster Preparedness plans on the internal network.
Attend Board events including, but not limited to: Hearing Committee training and Board meetings, as requested.
Perform the duties of the Systems Support Specialist and/or the Administrative Assistant – ARO in their absence.
Answer, document, and respond to incoming calls and emails from attorneys, various courts, the general public, bar associations, and other agencies.
Assist callers in requesting changes using the Disciplinary Board’s website.
Assist in answering calls from attorneys and support staff seeking assistance and/or guidance in creating user accounts, setting up proxies to register and make payment on behalf of attorneys, and making payments using the online attorney registration system. Must have ability to understand software applications and know when callers need to be referred to the AOPC Help Desk.
Retrieve and respond to or distribute voice mail messages to the appropriate staff members, as necessary.
Open, stamp, and review incoming mail, then distribute appropriately.
Scan, store, and file documents into DocuWare.
Respond to correspondence from attorneys, judges, bars, and other individuals or agencies, as necessary.
Prepare and revise forms and documents, as necessary.
Enter address changes, name changes, Professional Liability Insurance updates, and other changes to attorney records using ARS and/or DocuWare.
Assist in preparing and assembling certified notices for delinquent and non-compliant attorneys.
Organize and maintain administrative suspension notices and return receipts. Send second notices to non-compliant attorneys, as needed.
Assist in special projects, as necessary.
Perform other related duties and responsibilities as required and/or assigned.
Knowledge of and skillful proficiency in Microsoft Office Suite (including Excel, PowerPoint, Word, and Outlook), Adobe Acrobat, SharePoint, DocuWare, CMS, ARS, UJS Portal, Webex, internet browsers, and other basic or proprietary computer applications.
Proficiency in typing and other clerical and administrative functions.
Ability to maintain confidentiality.
Ability to express ideas effectively, both orally and in writing.
Ability to retain composure during difficult circumstances, particularly during conversations with attorneys and the general public.
Ability to establish and maintain effective working relationships with outside third parties, supervisors, and fellow employees.
