Job Details

Public Records Coordinator and General Counsel Assistant

Oregon State Bar, Tigard, OR

Job - Law

Close Date: 03/16/2018

Public Records Coordinator and General Counsel Assistant

The Oregon State Bar (OSB) regulates the practice of law in Oregon and provides a variety of services to its members and the public.

Equal Opportunity Employer


We are looking for someone to provide timely response to public records requests, secretarial and administrative assistance to the General Counsel’s Office, and backup support to the General Counsel Program Coordinator and Adjudicator Assistant.


Essential Duties include the following:

Accepts requests daily by telephone, voice message (multiple message lines), e-mail, letter, or in person for public record information. Evaluates and responds to requests appropriately and in a timely fashion. Directs inquirers to appropriate resources as necessary.

Retrieves information from electronic records or source documents. Protects confidential information by preventing unauthorized release both verbal and in writing and ensures confidential material is segregated from disclosed records in both paper and electronic form.

Schedules and conducts appointments for review of public records.

Prepares fee estimates and appropriate paper and electronic copies in response to records requests.

Maintains bar departmental record retention policies. Schedules General Counsel’s file destruction in compliance with record retention policy.

Assists with the appeals to General Counsel of complaints dismissed by Client Assistance Office. Records, tracks, and monitors timelines to ensure timely processing of matters.

Assists with supporting the work of the Unlawful Practice of Law and State Lawyers Assistance Committees, including intake and assignment of new matters; preparation and distribution of agenda materials; follow-up with outcomes; file maintenance; and data maintenance and preparation of reports. Tracks and monitors timelines to ensure prompt resolution of matters and necessary follow up.

Responsible for Fee Dispute Resolution new matter intake and database entry. Responds to program inquiries from the public and members. Provides assistance to panelists as needed with scheduling and with locating and securing hearing space. Tracks and monitors arbitration timelines to ensure prompt resolution of matters and conducts necessary follow-up to close cases.

Assists General Counsel with maintaining litigation files, including keeping records of litigation holds.

Makes regular contact with lawyers, staff, members of the public, and the judiciary to provide information and answer questions about requirements for General Counsel’s Office programs and a wide variety of other subjects within the responsibility of General Counsel’s Office. Analyzes inquiries and determines appropriate referral within the bar.

Demonstrates professionalism, courtesy, and appropriate tact and discretion in all interactions with members, the public, and bar employees.

Primary backup for General Counsel Program Coordinator and Adjudicator Assistant.


Candidates may have any satisfactory equivalent combination of the following experience & 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 progressively responsible administrative experience to include a proficiency in composing business correspondence.

Experience with office record-keeping and reporting systems, financial record-keeping systems, and administrative organization methods.

Experience with paper and electronic records management preferred.

Experience with the Microsoft Office Suite in a Microsoft Windows environment with particular emphasis on Word, Excel, and Outlook. Experience with database programs preferred.

Ability to type 40 WPM with accuracy.

Strong organization and time management skills.

Strong interpersonal and conflict management skills with strong ability to listen and use tact.

Excellent written and oral communication skills.

Ability to pay strict attention to detail.

Ability to work independently and in a team environment both efficiently and courteously.

Ability to exercise 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 General Counsel’s Office and the Oregon State Bar.

Ability to manage multiple projects, multitask, prioritize, and meet deadlines in a detail-oriented, fast-paced environment.

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

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 purposes and typing.

Ability to use standard office equipment and computer peripherals.

Ability to lift and move up to 35 pounds for purposes of transporting case files.

Ability to position self for purposes of filing.

Ability to work in a moderately noisy, open environment.


For this salary range, the minimum is $22.26 per hour. The OSB offers excellent benefits including voluntary 6% participation in the PERS program.

Send resume with a cover letter to Director of Human Resources, Attention: PRC, Oregon State Bar, P. O. Box 231935, Tigard, OR 97281. Fax to 503-598-6985 or e-mail to

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