Program Analyst (Public Records Specialist)

Job Description

Job Description

Office of General Counsel:

• Annual Salary Range for Program Analyst: $92,960 - $123,943
• FLSA Exempt for Program Analyst / 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.

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 Such tasks include, but 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.
• 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.

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.

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 may include, but are not limited to the following:

• 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; recommends 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.

About the State Bar:

The State Bar of California’s mission is to protect the public and includes the primary functions of licensing, regulation, and discipline of attorneys; the advancement of the ethical and competent practice of law; and support of efforts for greater access to, and inclusion in, the legal system.

Our Values:

Clarity | Investing in Our People | Excellence | Respect | Growth Mindset

Learn more about our values.

DEI Statement:

We are a diverse, equitable, and inclusive workplace where all of our employees and prospective employees experience fairness, dignity, and respect.

Learn more about our commitment to DEI.