Management Specialist (FOIL)

NYCSCA

8d•Onsite

About The Position

The Executive Office includes the Office of the President and CEO, the Executive Vice President, the Chief of Staff and the External Affairs Division. The Executive Office provides the vision, mission and goals for the School Construction Authority. The Management Specialist is responsible for performing a range of analytical tasks to support the successful implementation of the capital and operating plans within a division. The Management Specialist will serve as the New York State Freedom of Information Law (FOIL) Coordinator. The FOIL Coordinator serves as the primary administrative point of contact for the processing and tracking of FOIL requests and works collaboratively with departments throughout the Authority to identify, collect, review and facilitate the production of responsive records.

Requirements

One (1) year of full time clerical or administrative experience.
Baccalaureate Degree in related field or a satisfactory combination of education and experience.

Responsibilities

Assist in developing methodologies, analytical and automated models to study and evaluate administrative and operational problems and implements procedures to overcome them.
Liaises with outside vendors/consultants.
Assist in the development and implementation of a division-wide management plan.
Assist in problem identification and solutions, and assists in the implementation of procedures to correct them.
Conduct reviews or system audits designed to test the efficiency of new procedures.
Assist in resource allocation planning and analysis to support the objectives and goals of the Authority.
Prepares analytical reports on assigned projects.
Perform related duties, as assigned.
Manage the daily intake, processing and tracking of FOIL requests received by the Authority.
Review incoming requests to determine their scope and identify the departments that may possess responsive records.
Prepare and issue timely acknowledgments, status correspondence, requests for clarification and other routine communications to FOIL requesters.
Coordinate agency-wide searches for responsive records by communicating with appropriate departments, establishing response deadlines and following up on outstanding requests.
Review records received from departments for responsiveness, completeness and potential issues requiring further review.
Prepare routine FOIL responses and facilitate the production of responsive records to requesters.
Conduct routine redactions in accordance with established FOIL procedures and guidance and escalate records presenting substantive legal, confidentiality or disclosure concerns to the Records Access Officer.
Maintain the Authority’s FOIL tracking system and ensure that request status, correspondence, deadlines, productions and final dispositions are accurately documented.
Monitor pending requests and applicable response deadlines to promote timely and consistent compliance with FOIL requirements.
Maintain organized electronic files and the administrative record associated with each FOIL request.
Communicate professionally with members of the public, attorneys, media representatives, businesses and other requesters concerning the status and processing of their requests.
Coordinate with Authority personnel regarding large, complex or voluminous record searches and assist in determining appropriate production schedules.
Assist with the calculation and administration of reproduction or record-preparation fees when applicable.
Identify requests that are complex, sensitive, high-profile, legally significant or otherwise require escalation and promptly refer those matters to the Records Access Officer.
Assist the Records Access Officer with the development and implementation of FOIL procedures, internal guidance and best practices.
Compile FOIL statistics and prepare periodic reports regarding request volume, pending matters, aging requests, response times, departmental responsiveness and other operational metrics.
Assist with the identification of recurring FOIL issues and opportunities to improve the efficiency and consistency of the Authority’s records-access process.
Maintain confidentiality and exercise appropriate discretion when handling sensitive, privileged, confidential or otherwise protected information.
Coordinate with Legal, at the direction of the Records Access Officer, when a request presents substantive legal questions or requires further analysis concerning disclosure.
Assist with FOIL-related special projects, audits, reporting requirements and other records-access initiatives as assigned.
Perform other related duties as assigned by the Director of Operations/Corporate Secretary.

Benefits

Medical (100% employer paid for basic coverage available)
Prescription Drug Options
Dental & Vision Coverage
NYC Qualified Pension Plan (QPP)
Optional Retirement Savings Plans including 401K, 457 and IRA options
Transit Check Program
Public Loan Forgiveness Program
Competitive Paid Time Off (PTO) Benefits
Tuition reimbursement for continued education that is directly related to your current role
Access to a broad range of individual and organizational training opportunities
Trainings on leadership development, technical skill-building, compliance, personal and professional growth