Public Records Coordinator and Special Assistant

 

Job Summary

The Public Records Coordinator and Special Assistant supports two distinct functions: 1) as Public Records Coordinator, and 2) providing budget and administrative support to the Office of the President. This position functions as a member of the Office of the President team performing administrative services, financial processes and procedures, supporting initiatives, committees, and special projects. As a Public Records Coordinator and Special Assistant, this position coordinates the campus response to requests under the California Public Records Act and handles a wide array of institutional information, some of which is confidential and/or subject to federal privacy laws, state laws, Chancellor’s Office Executive Orders, and university policies.

 

Key Responsibilities

• Log and track public records requests and subpoenas, ensuring required timelines for responses are met.
• Draft and send responses to public records requests and ensure compliance with the California Public Records Act, including drafting initial responses that set out all applicable exemptions.
• Independently communicate with public records requestors to help them identify relevant documents and ensure effective interpretation of requests, as necessary. 
• Analyze all subpoenas served to San Jose State University (excluding those where SJSU is a party to the proceeding) to ensure that they meet the legal standards for such requests, based upon the knowledge and experience obtained from the review of relevant laws and advice obtained from the Office of General Counsel. 
• Work with units across campus to gather records; provide guidance and support to units (record custodians) to identify/locate responsive records.
• Independently review documents and determine applicable exemptions and required redactions consistent with the applicable legal requirements and CSU policy.
• Research eligible exemptions and stay abreast of changes to the CPRA and related legislation.
• Organize records with particular attention to detail; maintain excellent documentation of request status such that backup coverage can be provided during absences – both planned and unplanned.
• Maintain PRA and subpoena record system and SJSU PRA and subpoena website, keeping both up to date.
• Consult with the Office of General Counsel on potentially sensitive or complex requests, as necessary.
• Coordinate with the Chancellor’s Office on systemwide PRA requests, as necessary.
• Educate and advise staff on CPRA obligations and procedures.
• Coordinate the legal hold process for the campus. Notify campus IT of accounts to be placed in vault, draft correspondence, utilize PeopleSoft and notify stakeholders.

 

Knowledge, Skills & Abilities

• Excellent oral and written communication skills
• Ability to think critically and analytically, interpret and apply policy, and determine appropriate course of action
• Ability to adhere to deadlines
• Ability to maintain and effectively communicate with high-level and diverse contacts within the university system and with outside entities and agencies
• Ability to maintain strict confidentiality and appropriately handle sensitive communications with employees and external agencies
• Ability to handle multiple work priorities in a timely manner, initiating, organizing, planning and implementing work and projects
• Ability to communicate with constituents in a professional and respectful manner
• Ability to perform accurately in a detail-oriented environment
• Knowledge of standard business applications (such as Google Suite or Microsoft Office)
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist

 

Required Qualifications

• Bachelor’s degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position
• Three years of administrative work experience

 

Preferred Qualifications

• Master’s degree in public administration or degree in library/information science, or Legal training
• Experience coordinating Freedom of Information Act or California Public Records Act requests; Experience working in higher education

 

Compensation

Classification: Confidential Administrative Support II
Anticipated Hiring