Job Details

Administrative Assistant

Oregon State Bar, Tigard, OR 97224

Job - Law

Close Date: 05/31/2019

Administrative Assistant – Admissions Specialist

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 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 preparing minutes. Attends special committee conference calls and meetings as needed for 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. Receives, processes, and distributes department mail.

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.


Candidates may have any satisfactory equivalent combination of the following experience & training that ensures the ability to perform the work.

Two or four year degree in business, public administration, paralegal studies or related field.

Four years of 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 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.

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.


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 Director of Human Resources, Attention: AA, Oregon State Bar, P. O. Box 231935, Tigard, OR 97281. Fax to 503-598-6985 or e-mail to

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