Legal Records Retention Administrator - Analyst III

Job Description and Duties

The Analyst III serves as the Legal Records Retention Administrator (LRRA) in the Office of Legal Support Services - Case Management Section (CMS) and will serve as the primary point of contact for sensitive legal records retention policies, procedures, and best practices. The incumbent independently, or in a lead capacity, conducts research and analyzes legal records and data to ensure compliance with state mandates, the DOJ Administrative Manual, Department records retention policies, legal division Records Retention Schedules, and DOJ Records Management Coordinator (DOJRMC) requirements. The incumbent applies knowledge of the Office of the Attorney General’s 40+ legal practice areas, related policies and procedures, and legal support services to interpret and apply records retention requirements for a wide range of case types. The incumbent also analyzes and audits complex data within ProLaw to support accurate records classification, retention, and disposition, and works closely with Docketing, Legal Divisions, Quality Control and Data Integrity Team (CMSQC) Legal Support Services (LSS), and the DOJRMC. (DOJRMC) requirements.

The LRRA should be knowledgeable of the Office of the Attorney General’s 40+ legal practice areas including its policies and procedures, as well

as the wide range of legal support services provided to the legal enterprise. The LRRA works closely with Docketing, Legal Divisions, CMS Quality Control and Data Integrity Team (CMSQC), Legal Support Services (LSS) and the DOJRMC.

You will find additional information about the job in the .

Working Conditions

This position has been designated as eligible for telework and is currently a remote-centered position. The position may however require in-person attendance when requested. The selected candidate would report to Department of Justice headquarters in Sacramento if/when required to attend mandated in-person meetings, trainings, etc. Expenses related to travel to the office for required events are the responsibility of the employee. All telework schedules are subject to change and may be reevaluated at any time.

Special Requirements

• A fingerprint check will be required.
• Clearly indicate the Job Control Code (JC-526270) and the title of this position in the "Examination or Job Title(s) For Which You Are Applying" section located on the first page of your State Application.
• Please be certain that your application package is thorough and completely filled out describing in detail your background experience and/or education duties.  All applications will be pre-screened and only the most qualified and competitive applicants will be included in the interview and hiring process.
• If you are using education to meet the minimum qualifications for this position, you must submit a copy of your transcript or diploma.  An official transcript will be required upon appointment.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Knowledge of legal case retention practices, including the State Records Management Act and its statutes; specifically, electronically imaged and reproduction standards Gov. Code 12276.
• Demonstrable experience supporting the DOJ law practice
• Paralegal or legal secretary experience and skills
• Ability to reconcile records spreadsheets against ProLaw to ensure consistency with Departmental legal cases.
• Strong analytical, writing, communication and interpersonal skills.
• Ability to develop DOJ Records Management case closing procedures and quality controls for scanning and digitizing paper records into ProLaw.
• Ability to work under pressure to meet deadlines and service levels.
• Ability to conduct and facilitate effective meetings to ensure workload is shared and completed timely

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

Exam Link

To be considered for the job opportunity, applicants must be reachable on an employment list, have transfer eligibility, or have reinstatement eligibility. If you are new to California State service and you do not have eligibility, you must take the exam for this classification.

Please note: A separate application is required for the examination and must be submitted to the address on the examination bulletin. Examination links can be found below:

Analyst III: CalCareers

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is required and must be included.
• Statement of Qualifications -

  In a 1-page written narrative (i.e., essay format, no lists or bullets), please address the following question. Please note that failure to submit a SQQ and/or failure to follow the specific instructions noted above may result in disqualification from the hiring process. Please include a 1 page, 12-point font, Statement of Qualifications (SOQ) that addresses the following:

  Based on the job announcement and duty statement, please tell us your skills, education and/or your experience that you believe qualify you for this position.

  Important Information:

  Applicants are prohibited from using artificial intelligence software (e.g., ChatGPT, Claude AI) in the creation of the Statement of Qualifications.