SR COORDINATOR CITY COUNCIL ADMIN FOIA

City of West Haven•West Haven, CT

1d•Onsite

About The Position

The Senior Coordinator City Council and FOIA is a senior administrative function responsible for the effective operation of the City Council Office and centralized coordination of Freedom of Information Act (FOIA) requests. This position serves as the administrator and liaison for all City Council meetings from logistical preparation, to meeting minutes and follow up of meetings to appropriate legislative Council. This position also serves as the procedural FOIA project coordinator, ensuring requests are properly received, routed, tracked, and completed within statutory deadlines. The role requires independent judgment, strong cross-departmental coordination, and regular interaction with elected officials, department heads, Corporation Counsel, and the public.

Requirements

Advanced knowledge of municipal administration and legislative processes.
Working knowledge of City Council and Connecticut FOIA requirements.
Strong project coordination, deadline management, and organizational skills.
Ability to manage sensitive and high-profile information with discretion.
Excellent written and verbal communication skills.
Proficiency with office technology, records management systems, and document production.
Considerable knowledge of general office procedures, including the use of a personal computer, electronic recording equipment and software applications.
Considerable ability to follow oral and written instruction and to perform administrative procedures.
Considerable ability to learn the procedures of the City Council and work independently.
Considerable ability to establish and maintain effective working relationships with coworkers, Council members, other municipal officials and the general public.
High school diploma supplemented by coursework in business administration, public administration, or a related field, and at least seven (7) years of progressively responsible administrative experience in a municipal, legal or public-sector environment, or an equivalent combination of education and experience.

Responsibilities

Serves as senior administrative support to the City Council Office.
Manages day-to-day operations of the Council Office with minimal supervision.
Prepares agendas, motions, resolutions, and supporting materials for Council meetings.
Prepares letters of response for actions taken by the Council at meetings.
Records, transcribes, and distributes minutes of meetings, hearings, and workshops.
Ensures compliance with statutory posting and filing requirements for agendas, minutes, and legal notices.
Acts as primary liaison between Council leadership, city departments, and the public. Prepares and submits legal notices to newspapers.
Coordinates all logistics for meeting set up.
Assists Council members with communications generated by committees they serve on.
Research questions and inquiries regarding Council matters from city department heads and the public.
Serves as centralized intake point for FOIA and public records requests for the City Council Office.
Logs, tracks, and monitors all FOIA requests to ensure timely acknowledgment and completion.
Routes requests to appropriate department heads, record custodians, and Corporation Counsel.
Establishes internal deadlines and conducts follow-up to prevent missed statutory timelines.
Coordinates compilation of responsive records from multiple departments.
Prepares procedural acknowledgments, status updates, and transmittals to requesters.
Maintains complete FOIA audit trails and documentation.
Supports legal review, redaction, and exemption processes under the direction of Corporation Counsel.
Acts as liaison to reduce compliance risk and FOI Commission exposure.