Paralegal (Public Records Specialist)

The State Bar of California•San Francisco, CA

11h•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. Such tasks include, but 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.

Requirements

Bachelor’s degree or equivalent work experience in a field that develops the skills required for the functions and responsibilities of the position.
Two (2) year’s experience as a paralegal.
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.
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.
Able to work independently.
Identify legally sensitive information.
Apply exemption criteria.
Produce clear and accurate written responses.
Technologically adept, capable of navigating Microsoft Office Suite, document management systems and tracking tools to maintain accurate records and ensure timely responses.
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.

Nice To Haves

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.

Responsibilities

Coordinating and responding to requests for records under the California Public Records Act (CPRA).
Drafting and sending responses to public records requests and ensuring compliance with the CPRA.
Communicating with public records requestors to help them identify relevant documents and ensure effective interpretation of requests.
Working with offices within the State Bar to gather records and providing guidance and support to the offices to identify/locate responsive records.
Reviewing documents and determining applicable exemptions and required redactions consistent with the CPRA and the State Bar Act.
Researching eligible exemptions and staying abreast of changes to the CPRA and related legislation.
Organizing records with particular attention to detail and maintaining excellent documentation of request status.
Educating and advising staff on CPRA obligations and procedures.
Assisting with subpoena and discovery compliance.
Providing support for responding to government claims.
Conducting document review, analysis, and organization for litigation, audits, investigations, or other regulatory matters.
Assisting with contract management.
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.
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.