Description
Program Specialist #4350
Lawyer Regulation | Attorney/Consumer Assistance Program (ACAP) | Tallahassee
Minimum starting salary $40,961.51 with an excellent benefits package including employer paid pension contribution | Employees of The Florida Bar are eligible to apply for the Public Service Loan Forgiveness Program (PSLF).
Summary function: Provides high level administrative support to the Director of ACAP/Intake and performs various program duties to support the bar's Grievance Mediation and Fee Arbitration Program; Assists the IT Dept in the development and implementation of programs to effectuate and improve the automation of the fee arbitration and grievance mediation program and serves as the point of contact with IT on the case management system for the program. Responsible for coordinating administrative and operational activities within the program's daily operations; Determines eligibility of applications for the program; Answers technical questions posed by arbitrators and mediators regarding Chapter 14 rules; Answers questions from consumers and members regarding the process; Coordinates with internal contacts at all levels of the organization in Florida Supreme Court ordered files, Independent judgment is required to plan, prioritize, and organize workload. Assesses non-payment by attorneys whose license to practice will become delinquent and coordinates date of delinquency with Membership Records.
Essential Duties and Responsibilities:
As the main point of contact for the Program, this position opens and reviews all arbitration files by entering relevant data into case management system. Reviews consent forms to assess whether file meets jurisdictional requirements and whether consent is by contract terms or voluntary. Rejects files where court has taken jurisdiction of matter. Requires a thorough understanding and application of Ch. 14, RRTFB and fee arbitration procedural rules. Uploads applications, sends consent forms to other party, monitors acceptance/rejection of offer to participate in Program, closes files where no consent is given and processes files where consent is received. Contacts volunteer arbitrators to provide conflict check information and assigns cases to arbitrator or panel and also assigns a mediator on all arbitration files except discipline cases referred by the Florida Supreme Court.
This position opens and reviews all mediation files and enters relevant data into case management system. Reviews files to determine proper consent to utilize the Program and confirm that court has not taken jurisdiction of matter. Requires a thorough understanding and application of Ch. 14, RRTFB and grievance mediation policies. Obtains consent forms from both parties and assigns cases to volunteer mediators; monitors cases through resolution.
Operates as primary contact for parties and addresses inquiries concerning how program is handled; operates as primary contact for volunteer arbitrators and mediators and addresses issues that arise while handling the files; scans and imports documents to computer record; coordinates with HQ on Florida Supreme Court files; monitors status of mediations and arbitrations; coordinates closure of files with exit surveys to parties and Program volunteer mediators and arbitrators along with CLE claim and expense vouchers for volunteers.
Monitors status of arbitration hearings, conducts follow up communications with arbitrator or panel chair to ensure that matter is moving. Imports final award into case management system.
Conducts proper closure of file procedures for statistical purposes (settled prior to hearing or in mediation, award to consumer or award to attorney) If award requires payment by attorney, sends notice to attorney requiring payment within 30 days; monitors payment by attorney and if no payment, contacts Membership Records and LawReg HQ to identify member as delinquent as of deadline for payment.
Collects and analyzes statistical information and exit survey data; prepares status reports to Director; coordinates with Standing Committee on rule amendments, updates forms and templates, updates volunteer lists with new volunteers and removes names of outdated volunteers, updates training module CLE certification.
Assists on an as-needed basis in ACAP/Intake by taking calls on the ACAP hotline, processing incoming and/or outgoing mail, scanning documents to TFBPro and other tasks assigned by Director. Assists the IT Dept in the development and implementation of programs to effectuate and improve the automation of the program. Point of contact with IT on case management system for fee arbitration and grievance mediation. Other duties as assigned.
Requirements
Required minimum education: High school diploma (or its equivalency).
Required minimum professional work experience: Five (5) years of progressively responsible office administrative experience. Appropriate degree may substitute for the experience on a year-for-year basis.
Knowledge:
- Professional office procedures and practices -Chapter 14, Rules Regulating The Florida Bar
- MS Office Suite, Adobe, and other PC based applications
- Correct spelling, punctuation, and grammar usage
Skills:
- Administrative principles and procedures -Professional telephone etiquette
- Chapter 14, Rules Regulating The Florida Bar
- MS Office Suite
- Database Input
Abilities:
- Communicate effectively and professionally, both verbally and in writing
- Consistently provide excellent customer service
- Prioritize, plan, organize and coordinate work assignments
- Establish and maintain effective working relationships with others
- Create ADA compliant forms and documents using Adobe
- Pay attention to detail
- Handle multiple tasks
- Operate well under pressure and in a team atmosphere
- Maintain confidentiality
- Follow written and oral instructions
- Think logically and problem-solve effectively
- Use discretion -Work independently with confidence
- Sit for long periods of time, hear and converse over the telephone, and key/work frequently on a computer
- Lift 5 to 10 lbs
Please notify HR, in advance, if you need reasonable accommodations to participate in the employment process.
EOE. This organization participates in E-Verify. Position is open until filled. Non-Exempt position.
This position is in an in-office position, located in Tallahassee, Florida and is not a remote position.
