Registration Assistant II – Registration Department

Under the supervision of the Registration Director, the Registration Assistant II is responsible for secretarial support and administrative assistance work of average difficulty. This position differs from Registration Assistant I in that Registration Assistant II performs more complex secretarial duties and duties of wider scope and impact.  The Registration Assistant II provides administrative support to the Registration department in the office and remotely.

The Registration Department within the Board of Professional Responsibility is responsible for maintaining the registration records for Tennessee licensed attorneys. The department is also responsible for delivering effective customer service, while maintaining attorney information and providing this information, as needed, to outside agencies while staying focused on priorities set forth in TN Sup.Ct. Rule 9, with regard to the registration of licensed attorneys.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

• DATA PROCESSING - Process Registration Statements accurately and in accordance with closely defined procedures and timescales. Log and return incorrect payments, prepare batch reports each day for deposit of posted checks for accounting department.
• DATA ENTRY/INPUT - Upload daily new attorney spreadsheet from Board of Law Examiners into database and upload new attorney weekly spreadsheet for attorneys through affidavit process, as well as the swearing-in ceremony spreadsheets held bi-annually.
• DATA ENTRY/INPUT - Status Change Information- Maintain database records with any status change including name and address changes, e-mail address changes, phone number changes; post discipline imposed by Court Orders and assign tasks through Microsoft Outlook for upcoming dates, update attorney lawyer history records.
• MANAGE RECORDS and DOCUMENTS - Prepare and process duplicate Board of Professional Responsibility cards or statements, as needed.
• DRAFTING and FILING OF COURT DOCUMENTS - Prepare miscellaneous correspondence for status changes, court documents, responses to petitions or other correspondence necessary or requested by the department.
• WORD PROCESSING and PREPARATION OF MAILINGS - Delinquency Notices and Suspension Orders- Prepare bulk mailing of certified/return receipt delinquency notices each month and proposed/summary suspension orders accordance with closely defined procedures and timescales.
• CUSTOMER SERVICE - Answer and return telephone calls to attorneys with inquiries regarding registration matters. Greet and assist “walk-in’s” regarding registration questions and other customer service matters.
• SCANNING - Maintain and organize registration filings and provide copies of correspondence for OnBase system scanning.
• ADMINISTRATIVE ASSISTANCE and PROJECT MANAGEMENT – Assist Registration Director with various projects. Communicate and correspond with various agencies and undertake projects and research or other related duties and assignments as designated by Registration Director.

MINIMUM EDUCATION/EXPERIENCE: Graduation from an accredited high school and experience equivalent to four (4) years of increasingly responsible full-time clerical or administrative work or as substitution for experience, qualifying education at an accredited college, business school or technical institute in secretarial science or business area of study.

SKILLS AND ABILITY: Proficient in Microsoft Outlook, Word, Excel and Internet Explorer; efficient data entry skills; the ability to multi-task and prioritize work according to general deadlines; general knowledge of standard office equipment; professional interpersonal and customer service skills (working with the public); good telephone and written communication skills; and excellent organizational and time management skills with a sound knowledge of basic legal procedures.

Candidates who are selected as finalists will be asked to complete several tasks to demonstrate competency and skill.

This position requires a criminal background check.  Therefore, you will be required to provide information about your criminal history in order to be considered for this position.

Equal Employment Opportunity Employer