California Public Records Specialist (Paralegal or Analyst)

Description California Public Records Specialist (Paralegal/Analyst) – PCN 5110 Office of General Counsel Annual Salary Range for Paralegal: $76,282- $101,633 FLSA Non-Exempt | Non-Union Represented Annual Salary Range for Program Analyst: $94,819 – $126,422 FLSA Exempt | Non-Union Represented This position allows for up to four days of remote work per week. About the Office The Office of General Counsel (OGC) is in-house counsel to the State Bar, providing a full range of services, including representation of the State Bar in all state and federal courts and before administrative agencies; advocacy of State Bar discipline and admission cases in the California Supreme Court; and providing legal advice to the State Bar Board of Trustees, and all State Bar entities, executives, and programmatic clients. OGC provides legal advice and representation in the following areas: litigation, admissions and discipline, antitrust, Bagley-Keene Open Meeting Act, bankruptcy, California Public Records Act, collections, contracts, copyright, governance, labor and employment, legislation, regulations and rules, real estate, regulatory work, and general corporate matters. The Ideal Candidate The ideal candidate has prior experience handling records requests (either under the CPRA or the Freedom of Information Act) in a government setting and a solid understanding of public record laws. They are highly skilled at managing competing priorities, analyzing sensitive documents for legal compliance, and communicating effectively within the organization and to members of the public. Candidates must possess excellent judgment and discretion, be able to work independently, identify legally sensitive information, apply exemption criteria, and produce clear and accurate written responses. They must also be technologically adept, capable of navigating Microsoft Office Suite, document management systems and tracking tools to maintain accurate records and ensure timely responses. The right candidate will also embody the State Bar’s core values, particularly growth mindset, clarity, respect, and excellence. Additionally, they should align with the State Bar’s mission, strategic plan, and goals of the office. About the Position The Office of General Counsel seeks a highly motivated, analytical, detail-oriented professional to join our team. This position will primarily focus on coordinating and responding to requests for records under the California Public Records Act (CPRA), under the supervision of an Assistant General Counsel. Responsibilities include, but are not are not limited to: Drafting and sending responses to public records requests and ensuring compliance with the CPRA, including drafting initial responses that set out all applicable exemptions; Independently communicating with public records requestors to help them identify relevant documents and ensure effective interpretation of requests, as necessary; Working with offices within the State Bar to gather records and providing guidance and support to the offices to identify/locate responsive records; Independently reviewing documents and determining applicable exemptions and required redactions consistent with the CPRA and the State Bar Act; Researching eligible exemptions and stay abreast of changes to the CPRA and related legislation. Organizing records with particular attention to detail and maintaining excellent documentation of request status such that backup coverage can be provided during absences – both planned and unplanned; and Educating and advising staff on CPRA obligations and procedures. The position will also handle other legal and administrative support tasks under the supervision of an OGC attorney, including, but not limited to: Assisting with subpoena and discovery compliance, including reviewing requests, gathering responsive documents, coordinating with internal departments, drafting responses and tracking deadlines; Providing support for responding to government claims, including preparation of response letters and tracking deadlines; Conducting document review, analysis, and organization for litigation, audits, investigations, or other regulatory matters; Assisting with contract management, including drafting standard terms, tracking contract status, and maintaining files; Providing litigation support as needed including case management and litigation tracking; Providing general support on projects or other assignments as assigned or directed by OGC attorneys, including involving the knowledge, interpretation, and application of State Bar policies, rules, regulations, and procedures; May perform a number of other similar or related duties which may not be specifically included within this position description, but which are consistent with the general level of the job. Paralegal Definition Under general supervision, a Paralegal assists with case planning, development, and management, legal research, client interviews, fact, information gathering, drafting and analyzing legal documents, and collecting, compiling, and utilizing technical information. Distinguishing Characteristics This is an experienced, journey-level classification providing paralegal assistance to other staff. Positions will generally report to a Supervising Attorney or Paralegal Supervisor. The work performed requires knowledge of legal concepts, principles, terminology, and procedures and the extensive use of legal reference material. Examples of Essential Duties Draft legal documents, including formal discovery requests, notices, interrogatories, motions, summaries of depositions, memoranda, and correspondence. Assists with locating and contacting witnesses, prepares subpoenas, arranges for the interview and evaluation of witnesses, drafts witness declarations in proceedings and pretrial statements, and assists with the preparation of witness testimony. Compiles and organizes trial notebooks, exhibits, files, and other materials and documents. Coordinates the scheduling of witnesses, answers witness questions, communicates with witnesses regarding the status of their case/trial, coordinates witness travel and expenses, and assists with witness issues, exhibits, and note-taking. Draft formal discovery requests and responses, including special interrogatories, requests for admissions, production demands, deposition notices, and motions to compel the attorney. Analyzes records and disciplinary files and makes recommendations to the attorney regarding the disposition of files. Performs legal research, including statutory and case law, drafts forms, research memoranda, proposed rules, orders, and other documents. Prepares summaries of depositions and court transcripts, and witness testimony. Monitors and tracks criminal and civil cases in California and other jurisdiction; investigate, gather, and review documentation and information. Answers inquiries from the public by providing information and guidelines. Performs several other similar or related duties, which may not be specifically included within this job description but are consistent with the general level of the job and the responsibilities described. Employment Standards Knowledge of: Basic principles, concepts, and methodology of legal proceedings and legal research. Principles of legal writing and legal terminology. State Bar Law, Rules of Conduct, and procedures as they apply to the performance of major duties and responsibilities of the position (to be obtained during the introductory period). Problem identification, analysis, and evaluation. Principles of effective writing and verbal presentation. Business math for completing non-technical calculations such as addition, subtraction, multiplication, and division. Modern office practices and procedures, including using standard computer software such as Microsoft Office and case management system applications. Computerized legal research system(s). Ability to: Prepare legal documents, including discovery requests, motions, and summary dispositions. Extract and organize information from a variety of sources. Organize work, set priorities, and meet deadlines. Maintain confidentiality of State Bar documents and records. Carry out duties in accordance with policies, procedures, and scope of responsibility. Gather, analyze, and interpret data and information. Review and analyze complex written documents and problems. Establish and maintain effective and productive work relationships. Communicate clearly and effectively in person, by telephone, and in writing. Write effectively, clearly, concisely, and well-organized, using proper grammar, vocabulary, and punctuation. Travel by air and automobile as required. Minimum Qualifications Education: Bachelor’s degree or equivalent work experience in a field that develops the skills required for the functions and responsibilities of the position. Experience: Two (2) year’s experience as a paralegal. License, Certificate, and Registration Requirements: Certification of completion of an approved paralegal program. Mandatory continuing legal education: completing four hours of legal ethics classes every three years and four hours of general law classes every two years. Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar’s selection process for this classification. Program Analyst Definition Under general supervision, the Program Analyst performs a variety of analytical, technical, and administrative duties in assigned State Bar divisions/units. Distinguishing Characteristics The Program Analyst classification is a journey-level professional classification distinguished from the lower-level Program Coordinator in that the latter is focused on administrative coordination, whereas the Program Analyst is the professional class performing analysis and technical assistance. Examples of Essential Duties Performs professional work in support of State Bar programs and services within the various State Bar divisions/units, as assigned, involving the knowledge, interpretation, and application of State Bar policies, rules, regulations, and procedures. Research information by identifying, locating and extracting relevant data in order to obtain sufficient, valid and reliable data for analysis and decision making purposes. Reviews processes and maintains program transactions, records, and other documents; assists in the preparation and maintenance of statistical data, reports, correspondence, special studies, and conducts research. Participates in a variety of complex and detailed programmatic responsibilities involving problem solving. Evaluates program effectiveness by comparing outcomes to goals to determine whether to take corrective actions or recommend modification to processes and procedures. Performs research into program and quality control regulations and procedures; prepares reports on findings; identifies problems of non-compliance; recommend corrective action regarding discrepancies. Conducts audits to determine if there are program inconsistencies or non-compliance. Provides input in developing and evaluating program policies and procedures and evaluates and proposes changes concerning the methods of operation. May perform a number of other similar or related duties which may not be specifically included within this position description, but which are consistent with the general level of the job. Employment Standards Knowledge of: Operations, services, and activities of the assigned program, departmental programs, policies, procedures, and terminology. Codes and regulations as related to assigned program responsibility. Principles of data analysis and research tools. Problem identification, analysis and evaluation. Problem solving and conflict resolution methods and techniques. Computer information systems, including personal computer applications, word processing and spreadsheet programs. Principles of effective writing and verbal presentation. Working knowledge of the State Bar Offices and their functions and a general knowledge of other agencies and their interface with the State Bar. Computerized information and database recordkeeping systems. Ability to: Apply the policies and practices of a department. Review and analyze complex qualitative and quantitative data. Audit records and accurately gather, record, and evaluate data; analyze and interpret information and adopt effective courses of action. Operate modern office equipment including computer hardware, software, and internet and web-based applications. Make fine visual distinctions upon proofreading written documents and viewing information on a computer screen. Compile data and prepare narrative and statistical reports. Appropriately respond to requests and inquiries from the public, State Bar members, or other departments. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective interpersonal relationships at all organizational levels as well as with the public. Maintain the confidentiality of information. Minimum Qualifications Education: Bachelor’s degree in a field that develops skills related to essential duties, or a combination of education and experience sufficient to perform the duties of the position. Experience: Two (2) years of experience in data collection and evaluation, research or performance or financial analysis, grant compliance in a public sector, legal or nonprofit environment, or equivalent. License, Certificate, Registration Requirements: Special Qualifications including specialized knowledge, abilities, education, experience, or license may be established for individual positions. Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar’s selection process for this classification. DEI Statement We are a diverse, equitable, and inclusive workplace where all of our employees and prospective employees experience fairness, dignity, and respect. #J-18808-Ljbffr The State Bar of California