Program Analyst (Public Records Specialist)

The State Bar of California•Los Angeles, CA

14h•Hybrid

About The Position

The Office of General Counsel (OGC) is seeking a highly motivated, analytical, and detail-oriented professional to join their team as a Program Analyst, specializing in public records. This role 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. Key responsibilities include drafting and sending responses to public records requests, ensuring compliance with the CPRA, and identifying applicable exemptions. The position involves communicating with public records requestors, collaborating with internal offices to gather records, and providing guidance on identifying responsive documents. The analyst will independently review documents, determine applicable exemptions and redactions, and stay informed about changes to the CPRA and related legislation. Additionally, the role requires organizing records meticulously, maintaining documentation of request status, and educating staff on CPRA obligations. The position will also handle other legal and administrative support tasks, such as assisting with subpoena and discovery compliance, responding to government claims, conducting document review for litigation and investigations, assisting with contract management, and providing general litigation support. The ideal candidate will have prior experience with records requests in a government setting, a strong understanding of public record laws, excellent skills in managing competing priorities, analyzing sensitive documents, and effective communication. Technological proficiency with Microsoft Office Suite and document management systems is essential. The candidate should embody the State Bar's core values of growth mindset, clarity, respect, and excellence, and align with the organization's mission and goals.

Requirements

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.
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.
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.
Skilled at analyzing sensitive documents for legal compliance.
Skilled at 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 to maintain accurate records and ensure timely responses.
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 identification, analysis and evaluation.
Knowledge of problem solving and conflict resolution methods and techniques.
Knowledge of computer information systems, including personal computer applications, word processing and spreadsheet programs.
Knowledge of 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.
Knowledge of computerized information and database recordkeeping systems.
Ability to apply the policies and practices of a department.
Ability to review and analyze complex qualitative and quantitative data.
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 California Public Records Act (CPRA) or the Freedom of Information Act (FOIA) in a government setting.
Alignment with the State Bar's mission, strategic plan, and goals of the office.
Embody the State Bar's core values, particularly growth mindset, clarity, respect, and excellence.

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.
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.