Job SummaryFLSA: Non Exempt
STANDBY:
Not Applicable
EEO CATEGORY: Admin Support Workers
DOT:
Not Applicable
FORM 700: Applicable
UNIT:
DBCP 3
ADMINISTRATIVE LEGAL CLERK SRN U6: $6,232 - $8,864 Monthly, Non-Exempt
Bargaining Unit:
DBCP - At-Will, Confidential, Unrepresented Department:
Administrative Section: Clerk of the Board
Promotional opportunity procedures will include the following: Review of minimum qualifications
Review of personnel files, including but not limited to: attendance history, disciplinary history, and performance evaluations
Testing/ Assessments:
Oral Interview(s)
DEFINITION Under general supervision performs difficult, complex, and/or confidential records maintenance and retention functions, including highly specialized records research projects. Manages public records requests from within and outside the agency. Documents and tracks all dates relevant to public records requests; corresponds with parties requesting public records; and prepares written cost estimates in connection with public records requests. Collaborates with agency personnel to ascertain the volume and nature of responsive records; identifies confidential, exempt, and sensitive information in responsive records; and performs and coordinates redaction of confidential, exempt, and sensitive information. Utilizes agency software to identify, organize and redact public records; and reviews policies, procedures, and manuals to ensure compliance with public records law. Remains current on laws, rules and policy potentially impacting public records; maintains and updates list of exemptions to public records per California law.
SUPERVISION RECEIVED AND EXERCISED Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.
CLASS CHARACTERISTICS This journey level classification is responsible for independently performing technical records management and support duties in support of the District’s Records Management program. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.
Essential Functions EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations where appropriate so that qualified employees can perform the essential functions of the job.
- Provides high-quality collection, maintenance, and tracking support in response to record requests, litigation holds, subpoenas, summons, and discovery requests.
- Develops research strategies to ensure complete responses from staff when compiling agency responses during litigation.
- Research agency-wide programs, projects, and records, both current and historic, to identify and compile requested information.
- Research agency records, both current and historical, to locate requested information, compiles records, and responds to disclosure requests in a timely manner in compliance with the CPRA and applicable District policies and procedures.
- Implements litigation record protocols and manages data tracking and electronic databases for public disclosure requests, litigation proceedings and emerging issues.
- Receives, reviews and processes public records requests according to the CPRA and applicable District polices and procedures; and provides consultation and assistance to staff in identifying records responsive to a request.
- Coordinates responses, tracks progress in fulfilling requests, assembles, prepares, and reviews records for exemptions prior to release and distributes public records to the requesting parties.
- Uses independent judgment to accurately analyze, understand, and respond to public records requests.
- Maintains current knowledge of the California Public Records Act.
- Promotes transparency and accountability to the public we serve.
- Preserves, retains, and dispose of records according to the records retention schedule.
- Provides administrative support such as scheduling meetings, screening phone calls and handling general inquiries.
- Observes and complies with District and mandated safety rules, regulations, and protocols.
- Performs other duties as assigned.
Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education/Experience: Education:
- Associate degree in public or business administration, pre-law, government, political science, paralegal studies, or a related field.
Experience:
- Two (2) years of administrative experience in public records, records management, records compliance, legal environment, or related field.
Licenses and Certifications: - Possession of a valid California Driver’s License, to be maintained throughout employment.
- Possession of a Certified E-Discovery Specialist (CEDS) Certification through the Association of Certified E-Discovery Specialists (ACEDS), or obtained within 12 months of appointment.
Minimum Qualifications Knowledge of: - California Public Records Law and requirements.
- Legal discovery processes
- Principles, practices, methods, and techniques of records classification and retention, including the use of computer-based records retrieval systems and document imaging.
- Procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records.
- Principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer applications and capabilities for use in records and document management programs.
- Procedures, techniques, and methods of document preservation; principles and practices used in the development and implementation of classification systems and records retention schedules.
- Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.
- Principles and procedures of automated record keeping and information management systems.
- District and mandated safety rules, regulations, and protocols.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
- Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Ability to: - Review documents for accuracy, completeness, and compliance; compile data and information for reports; compose letters and memoranda; explain policies and procedures.
- Gather and analyze research data such as statutes, decisions, and legal articles, codes and documents.
- Maintain confidentiality and discretion in handling and processing confidential information and data.
- Compile and maintain complex and extensive records.
- Answer customer questions and/or redirect them to the appropriate person or department.
- Respond to complaints or inquiries from citizens, staff, and outside organizations.
- Maintain accurate logs, records, and written records of work performed.
- Independently organize work, set priorities, meet critical deadlines, and follow up on assignments.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines.
- Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Certificates, Licenses, Registration and Other Requirements PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.
Environmental CONDITIONS Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
DISASTER SERVICE WORKER In accordance with California Government Code Section 3100, District employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, property of the people of the State. Employees may be required to utilize any special training, certifications and/or licensures which are needed to assist in the disaster but will not be required to perform any duty or function in which they have no knowledge or have not received adequate training to complete.
WORKING CONDITIONS District employees are expected to work overtime, weekends, evenings and holidays as required to accommodate the District needs, in addition to responding as a Disaster Services Emergency Worker.
PERSONAL PROTECTIVE EQUIPMENT If required, employees in this classification must wear and use the proper Personal Protective Equipment (PPE) and be able to perform work while wearing PPE.
The Coachella Valley Water District provides a comprehensive, balanced, and competitive benefits package ensuring employees have many options to meet their healthcare, wellness and/or retirement savings goals. Providing employees with flexibility and support for all the different stages of life. Employees may pay some portion of their benefit premium costs based on the provisions of their labor-negotiated Memorandums of Understanding (MOU's) and the level of coverage they select. Additional information regarding CVWD employee benefits is available at https://www.cvwd.org/176/Benefits .
Closing Date/Time: 10/25/2024 11:59 PM Pacific
