NOTICE OF POSTING
POSTING DATE: August 12, 2021
RESUME AND COVER LETTER REQUESTED BY 09/09/21 POSITION WILL REMAIN OPEN UNTIL FILLED
Cambridge residents are especially encouraged to apply.
||Assistant Public Records Access Officer/Litigation Support Assistant|
|Civil Service Position:
||Non Civil Service position
|Hours Per Week:
||37.5 hours/week, Mon. 8:30 AM-8 PM, Tues.-Thurs. 8:30 AM-5 PM, Fri. 8:30 AM-12 Noon|
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The Assistant Public Records Access Officer/Litigation Support Assistant, under the supervision of the City Solicitor and the Public Records Access Officer, is responsible for performing a variety of specific duties to ensure the City's compliance with the Massachusetts Public Records Law and to enable public access to public records within the constraints of applicable laws, policies, and procedures.
Regarding Public Records, duties shall include but not be limited to working with the Public Records Access Officer to:
- Assist persons seeking public records pursuant to the Public Records Law and the City's policies and procedures.
- Document Public records requests submitted to the City as required by law or the City's policies and procedures. Coordinate the City's responses to Public Records requests and facilitate timely responses. Prepare cost estimate letters and other correspondence in response to public records requests, monitor receipt of payments, and provide assistance to Law Department attorneys in reviewing, redacting, and/or withholding exempt or privileged information. Monitor dockets and assist Law Department attorneys with respect to public records appeals and other legal proceedings. Prepare petitions for extensions for responses and for fee petitions to the Supervisor of Public Records.
- Assist City staff in learning and understanding the requirements of the Public Records Law, preserving public records in accordance with the Public Records Law and other applicable laws, rules, regulations, schedules, policies, and procedures, facilitating public access to public records, and implementing and complying with the requirements of the Public Records Law and the City's policies and procedures. Review updates to the Public Records Law, prepare for review and approval guidelines to enable requestors to make informed public records requests and recommend changes to the City's policies and procedures and assist in implementation of such guidelines, policies, and procedures.
- Provide training, in coordination with attorneys in the Law Department, to City staff in the preparation of responses to the Public Records Law, record keeping and other requirements of the Public Records Law and the City's policies and procedures.
- Assist in evaluating, implementing, and administering public records management software.
- Prepare and maintain statistical reports on public records requests and submit reports as required by law or the City's policies and procedures. Coordinate with Information Technology and other City departments in creating and maintaining a web-based searchable index of public records.
- Perform other duties as required by law or the City's policies and procedures and/or assigned by the City Solicitor or Public Records Access Officer, including occasional general office coverage.
Regarding Litigation Support, duties shall include but not be limited to working with the City Solicitor and the other attorneys in the City Law Department to:
- Investigate, analyze, and evaluate and make recommendations regarding all manner of damages claims and complaints filed against the City and/or City officials.
- Perform legal research and draft research memoranda as requested.
- Assist with drafting and responding to discovery requests as requested.
- Perform such other assigned litigation support and non-litigation legal work as requested.
- Bachelor's Degree in related field or equivalent combination of education, training, and/or experience; At least three years of paralegal or similar experience assisting in review, research and compliance with laws, rules, and regulations under attorney supervision, either in a law firm or a corporate or public entity's law department. Must be able to research and comprehend various codes, laws, rules, and regulations.
- At least three years of experience in a role requiring compliance with laws, regulations, or rules pertaining to the handling of deadline driven documents, including working with records or document management systems related to legal practices and procedures; electronic discovery; content management; or online portal software.
- Experience responding to Public Records and/or discovery requests, including experience gathering and reviewing responsive documents or information, redacting, preparing responses and privilege logs, drafting pleadings, and completing work within mandated timelines.
- Excellent written and oral communication skills, including the ability to clearly explain complex information, including the Public Records Law, regulations, policies, and procedures. Must be highly motivated, reliable, and possess a positive, enthusiastic, and professional attitude. Must have excellent organizational, record keeping, analytical, and planning skills.
- Ability to work as part of a diverse team, build collaborative relationships within teams across the organization, and provide excellent customer service.
- Demonstrated proficiency in Microsoft Office applications (including but not limited to Word, Outlook, and Excel), be comfortable with and have the ability to learn new software applications.
- The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.
- Experience in creating and delivering training programs or public presentations on records management or legal issues.
- Juris Doctor degree, although this position will not involve practicing law.
- Familiarity with Optical Character Recognition ("OCR") software that converts scanned images to electronically readable text and preserves the history of digital record searches.
- Experience identifying and removing annotations and metadata associated with digital records.
- Experience investigating and analyzing negligence or other damages claims.
PHYSICAL DEMANDS: Ability to access, input and retrieve information from a computer. Sufficient mobility to travel throughout the City of Cambridge to various meetings and sites and ability to lift up to 25 pounds.
WORK ENVIRONMENT: Standard work environment. Fluorescent lighting, carpeted floors, and air conditioning. Requires attendance at meetings, including occasional evening meetings, at various locations throughout the City of Cambridge.
RATE: $70,241-$89,623 + excellent benefits
Internal applicants submit a job bidding form and 2 copies of both your resume and cover letter; external applicants submit 2 copies of both your resume and cover letter via email to: email@example.com or to Personnel Dept, Room 309, City Hall, 795 Massachusetts Avenue, Cambridge MA 02139. Fax 617-349-4312. Resume and cover letter requested by 09/09/21. Position will remain open until filled.
THE CITY OF CAMBRIDGE IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. WOMEN, MINORITIES, VETERANS, MEMBERS OF THE LGBTQ+ COMMUNITY, AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY. THE CITY IS COMMITTED TO ADVANCING A WORKFORCE CULTURE OF ANTIRACISM, DIVERSITY, EQUITY, AND INCLUSION.
CITY OF CAMBRIDGE RESIDENTS ESPECIALLY ARE ENCOURAGED TO APPLY.