California Public Records Specialist (Paralegal or Analyst)

The State Bar of California•San Francisco, CA

1d•Hybrid

About The Position

The Office of General Counsel (OGC) 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. The role involves drafting and sending responses to public records requests, ensuring compliance with the CPRA, and communicating with requestors. It also includes working with internal offices to gather records, determining applicable exemptions and required redactions, researching exemptions, and staying updated on CPRA changes. The position requires organizing records, maintaining documentation, and educating staff on CPRA obligations. Additionally, the role will handle other legal and administrative support tasks, such as assisting with subpoena and discovery compliance, responding to government claims, conducting document review for litigation, audits, or investigations, assisting with contract management, providing litigation support, and general project support as directed by OGC attorneys. The Paralegal definition involves assisting with case planning, development, and management, legal research, client interviews, fact-gathering, drafting and analyzing legal documents, and collecting technical information. The Program Analyst definition involves performing analytical, technical, and administrative duties in support of State Bar programs and services, including interpreting policies, researching data, evaluating program effectiveness, and preparing reports.

Requirements

Prior experience handling records requests (either under the CPRA or the Freedom of Information Act) in a government setting
Solid understanding of public record laws
Highly skilled at managing competing priorities
Analyzing sensitive documents for legal compliance
Communicating effectively within the organization and to members of the public
Excellent judgment and discretion
Ability to work independently
Ability to identify legally sensitive information
Ability to apply exemption criteria
Ability to produce clear and accurate written responses
Technologically adept, capable of navigating Microsoft Office Suite, document management systems and tracking tools
Embody the State Bar’s core values, particularly growth mindset, clarity, respect, and excellence
Align with the State Bar’s mission, strategic plan, and goals of the office
Bachelor’s degree or equivalent work experience in a field that develops the skills required for the functions and responsibilities of the position (for Paralegal)
Two (2) year’s experience as a paralegal (for Paralegal)
Certification of completion of an approved paralegal program (for Paralegal)
Mandatory continuing legal education: completing four hours of legal ethics classes every three years and four hours of general law classes every two years (for Paralegal)
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 (for Program Analyst)
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 (for Program Analyst)
Knowledge of basic principles, concepts, and methodology of legal proceedings and legal research.
Knowledge of principles of legal writing and legal terminology.
Knowledge of 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).
Knowledge of problem identification, analysis, and evaluation.
Knowledge of principles of effective writing and verbal presentation.
Knowledge of business math for completing non-technical calculations such as addition, subtraction, multiplication, and division.
Knowledge of modern office practices and procedures, including using standard computer software such as Microsoft Office and case management system applications.
Knowledge of computerized legal research system(s).
Ability to prepare legal documents, including discovery requests, motions, and summary dispositions.
Ability to extract and organize information from a variety of sources.
Ability to organize work, set priorities, and meet deadlines.
Ability to maintain confidentiality of State Bar documents and records.
Ability to carry out duties in accordance with policies, procedures, and scope of responsibility.
Ability to gather, analyze, and interpret data and information.
Ability to review and analyze complex written documents and problems.
Ability to establish and maintain effective and productive work relationships.
Ability to communicate clearly and effectively in person, by telephone, and in writing.
Ability to write effectively, clearly, concisely, and well-organized, using proper grammar, vocabulary, and punctuation.
Ability to travel by air and automobile as required.
Knowledge of operations, services, and activities of the assigned program, departmental programs, policies, procedures, and terminology.
Knowledge of codes and regulations as related to assigned program responsibility.
Knowledge of principles of data analysis and research tools.
Knowledge of problem solving and conflict resolution methods and techniques.
Knowledge of computer information systems, including personal computer applications, word processing and spreadsheet programs.
Working knowledge of the State Bar Offices and their functions and a general knowledge of other agencies and their interface with the State Bar.
Knowledge of computerized information and database recordkeeping systems.
Ability to apply the policies and practices of a department.
Ability to audit records and accurately gather, record, and evaluate data; analyze and interpret information and adopt effective courses of action.
Ability to operate modern office equipment including computer hardware, software, and internet and web-based applications.
Ability to make fine visual distinctions upon proofreading written documents and viewing information on a computer screen.
Ability to compile data and prepare narrative and statistical reports.
Ability to appropriately respond to requests and inquiries from the public, State Bar members, or other departments.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain effective interpersonal relationships at all organizational levels as well as with the public.
Ability to maintain the confidentiality of information.

Nice To Haves

Experience with the Bagley-Keene Open Meeting Act
Experience with bankruptcy law
Experience with collections law
Experience with contract law
Experience with copyright law
Experience with governance law
Experience with labor and employment law
Experience with legislation and regulations
Experience with real estate law
Experience with regulatory work
Experience with general corporate matters

Responsibilities

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
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
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 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.