Records Administrator

Are you detail-driven and passionate about accuracy and compliance? The State Bar of Arizona is looking for a skilled Records Administrator to manage disciplinary records and oversee digital case systems that support the integrity of the legal profession. In this role, you'll be the point of contact for responding to record inquiries from attorneys and the public, while ensuring records are maintained with precision and confidentiality. We offer a collaborative environment where your expertise truly matters. If you have a bachelor's degree, five years of experience in records or database management in a legal or regulatory setting, and thrive on organization and problem-solving, we want to hear from you!

Benefits of working at the State Bar of Arizona include:

• 100% employer paid medical, dental, and vision insurance (employee only)
• $900 HSA funding provided by employer for individuals ($2,000 for families)
• Generous paid vacation and sick time
• 10 paid holidays per year + 2 additional floating holidays
• 8 hours of paid volunteer hours per year
• Paid parental leave up to 8 weeks
• 401(k) with employer match
• Public Service Loan Forgiveness (PSLF)
• Quarterly wellness reimbursement for gym membership
• A community of friendly and collaborative co-workers

If you are ready for a challenging and rewarding legal career that makes a significant impact on the Arizona legal profession while protecting the public, we want you on our team! To hear more about the mission of the SBA, please visit www.youtube.com/watch?v=DTd_T8s6BNw .

First review of applications begins January 2; apply early for priority consideration. Applications will be reviewed on a rolling basis thereafter.

FULL JOB DESCRIPTION

Under limited supervision, performs duties related to acting as custodian of record for all disciplinary records for Lawyer Regulation function and responds to all requests for information relating to Lawyer Regulation records. Oversees document case and file management systems and programs, including digital systems and related software.

Duties and Responsibilities

• Pursuant to Supreme Court Rules, interprets, analyzes, verifies, and responds to requests for information regarding Lawyer Regulation records from members of the Bar, the public, the judiciary and/or other disciplinary agencies, via Discipline on the Web, electronic, telephone, and/or postal mail.
• Exercises discretion when obtaining and relaying disciplinary information in order to accurately and appropriately respond to requests for public disciplinary information; assists with providing information and access to public records to appropriate entities, the profession and the public, including analyzing whether an exception to public access exists, pursuant to Supreme Court Rules.
• Analyzes and interprets all documentation to accurately file stamp, docket, and update status, of all letters/orders. Inputs the electronic recording of all letters/orders from the process into the case management system.
• Processes all incoming mail for Lawyer Regulation including opening and distributing, both physical and electronic mail from the queue.
• Responsible for determining when and whether a record is public or confidential and what information can be relayed to the public, and making the appropriate indications in the case management system.
• Provides assistance to bar counsel and other bar staff including answers to questions regarding case status and records procedures.
• Enters costs and expenses after approval, ensuring that charges are accurately attributed to related disciplinary record for appropriate assessment. Prepares and verifies State Bar costs and expense statements for appropriate assessment in disciplinary matters. Responsible for collecting discipline related costs and expenses.
• Notifies appropriate agencies and transmits information on sanctioned attorneys by the State Bar of Arizona, pursuant to Supreme Court Rules, including: notifying other jurisdictions where member is licensed, notifying courts and local bar associations and other related agencies throughout Arizona.
• Maintains, and manages hard copy and electronic departmental records to ensure accurate and complete files, with all pleadings and documentation pursuant to and coordinates procedures regarding proper maintenance of and access to files and records pursuant to Supreme Court Rules.
• Ensures the timely expungement of records process, pursuant to Supreme Court Rules, including preparation of notification correspondence; mail letters to respondents, prepare and route expungement lists to Bar Counsel, prepares motions to retain and follow-up destruction of files after all processes have been completed. Updates record on all expunged files.
• Inputs disciplinary case summaries into database for public information.
• Completes American Bar Association reporting forms and communicates judgment and order for the National Discipline Database.
• Prepares form and notifies Martindale-Hubbell of judgment and orders sanctioning lawyers.
• Acts as State Bar liaison for conflict case investigations including set-up, tracking and transmittal of information to appropriate entities. Prepares forms and orders for signature. Provides procedural information to volunteer counsel.
• Collects Bar Counsel working files after final disposition, confirms the record contains required documents and determines what documents are public and non-public. Ensures all closeout procedures are accomplished, and incorporates into State Bar file to transfer to designated file storage.
• Schedules appointments for viewing lawyer regulation files, including retrieving, copying, and refiling files. Prepares page counts for copy requests and collects appropriate fees.
• Sets up formal lawyer regulation files after formal proceedings are initiated.
• Provides certified judgments, payoff statements and satisfaction of judgments for recording.
• Prepares notices and orders for suspension of members for nonpayment of assessed discipline costs, and reports such summary suspension to other SBA departments.

Reassignable

Performs all other related duties, as assigned.

Requirements

Education and/or Experience Required

Bachelor's degree in records management, business or public administration, or related field required. Minimum five (5) years-experience in working with file maintenance and database records or related background in a regulatory agency or legal setting. This includes organizing and maintaining records, archiving and document management. Previous supervisory or team leader experience preferred.

Skills and Abilities

• Performs all duties in compliance with internal procedures and external regulations. Is responsible for bringing compliance issues to the attention of management.
• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to accurately analyze, interpret and provide information regarding Supreme Court Rules relating to lawyer regulation records.
• Ability to write reports and correspondence. Ability to conform writing to prescribed style format.
• Must maintain confidentiality of all confidential information provided.
• Ability to effectively present information in one-on-one situations (e.g., callers) in a professional and friendly manner. Must have excellent customer-service skills.
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Strong analytical ability is required in order to gather and summarize data for reports.
• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position requires demonstrated poise, tact and diplomacy.
• Strong attention to detail and well organized.
• Must be team oriented but able to work independently.
• Ability to work on multiple projects and to make decisions in accordance with established policies, procedures and deadlines.

Model the behaviors expected of all SBA employees by:

• Cultivating a positive work environment.
• Prioritizing and setting manageable goals.
• Being efficient with time at work.
• Communicating effectively with management, staff, members, clients, visitors, and the public.
• Being flexible and taking criticism constructively.
• Maintaining the highest ethical standards.

Computer Skills

Microsoft windows environment with Office Suite to include formatting and production of documents. Working knowledge of databases, digital records management programs, and related software.

Certificates, Licenses, Registrations:

Required:

• Must have and maintain a valid Arizona Driver's License, maintain automobile insurance coverage and have access to an automobile.

Other

Regular attendance is required. At times, individual must be able to work in a fast-paced environment with ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate. Ability to recognize and refer legal questions to appropriate Bar Counsel.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms. The employee frequently lifts and/or moves up to 10 pounds. Specific vision abilities required by this job include close vision, ability to adjust focus, and manual dexterity in combination with eye/hand coordination.

The above statements are intended to describe the general nature and level of work performed by people assigned to this job. They are not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so classified. Other functions may be assigned and management retains the right to add or change the duties at any time.

Salary Description

$57,000 - $59,000 per year