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Public Records Act Analyst

Ontario, CA

Nationally recognized law firm has an immediate opening for an Public Records Act Analyst with a Minimum of 3 years experience with electronic document review in a law firm or government setting.

Job Requirements:

The Experienced Public Records Act Paralegal/Analyst will be specializing in the review of documents collected in response to California Public Records Act requests on behalf of public agency clients at the direction and supervision of attorneys engaged in the practice of municipal and public law. Under this practice, the legal work will focus exclusively on the Public Records Act and assisting public agency clients in analyzing requests for public records, reviewing databases of documents to separate responsive records from exempt or privileged records, and working with attorneys in preparing responses for the public agency client to provide to the requester.

Incumbent is expected to possess expertise in terminology, procedures, deadlines, and be able to exercise discretion in the disposition of complex problems. Some duties require collecting, analyzing, and utilizing information to make an independent decision and recommendation to the supervising attorney or to prepare documents specific to the practice area, such as informative or explanatory materials on laws, agency regulations, and policies for general use by the agency and the public.

  • Keeps track of public records requests that are submitted to public agency clients. 
  • Analyzes public records requests and assists with determining the scope of search that the subject public agency must undertake to find responsive records. 
  • Works with public agency staff to transfer documents to the law firm for review. Reviews databases of documents to determine responsiveness of documents. Marks documents as privileged or exempt, as necessary, or otherwise redacts documents. Such work will require the paralegal to receive training on the California Public Records Act and other public records-related statutory exemptions, as well as case law.  
  • Assists attorneys in drafting response letters to records requesters. Keeps deadlines to ensure that records are provided to the public agency client in time for the public agency to provide records to requesters within the statutory requirements.  Consults with attorneys and client on conclusions regarding exemptions for withholding records and records to be produced. 
  • Reviews public agency client records (written, verbal and electronic) and confers with assigning attorney to prevent the unauthorized release. 
  • Acts as a representative on behalf of the public agency counsel, demonstrating a positive attitude with professionalism, courtesy, and appropriate tact and discretion in all interactions with members of the public, opposing counsel, other agencies, and other employees. 
  • Researches state, statutory, case and other authorities applicable to the California Public Records Act. 
  • Conducts legal, public records, and other research (including cite check/Shepardizing) relating to simple and complex matters, summarizes findings and recommends proposed courses of action and/or solutions to the assigning attorney; is knowledgeable about internet research sources; assists with problem formulation, data collection, and analysis as needed by the assigning attorney. 
  • Prepares legal documents and correspondence applicable to the practice area in draft and final forms – including redline, as directed by the assigning attorney, and utilizes independent judgment to determine proper distribution; proofreads legal documents and correspondence and makes required corrections in spelling, grammar and punctuation. 
  • Maintains accurate calendar for deadlines – as required. 
  • Searches for, obtains, reviews materials and prepares and maintains appropriate control measures – such as databases - for expedient search and retrieval re the same. 
  • Timely maintains documents necessary to meet the firm’s and/or practice group’s objectives. For example, daily timekeeping log for billing purposes.   
Knowledge of the following:
  • Rules for formatting, preparation, filing/recording and service/distribution of legal documents (as defined above) and correspondence applicable to the practice area. 
  • General and specific terminology appropriate to the practice area. 
  • Methods for researching federal, state and local regulations, codes, statutes, case and other authorities applicable to the practice area. 
  • Proper use of English and grammar and accurate spelling. 
  • Computer software used in a law office environment that includes, but is not limited to, Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Eclipse or other file management software, and the internet. 
  • Municipal and other governmental policies and procedures. 
  • Legal principles and Business and Professions Code sections 6450, et seq. 
Ability to:
  • Perform, organize and prioritize numerous assignments requiring attention to detail within the schedule set for completion of the same. Involves ability to shift priorities to meet deadlines as needed. 
  • Work closely with supervising attorneys and paralegals to ensure timely, accurate and complete responses to client needs and demands, including organizing work flow and assignments to other attorneys and paralegals in the firm. 
  • Exercise judgment and discretion and respond courteously and tactfully in a wide variety of situations. 
  • Understand and carry out complex oral and written instructions. 
  • Establish and maintain effective working relationships with all levels of public entity employees and personnel in services that provide support to those employees. 
  • Coordinate obtaining information from various sources, in hard copy or electronic format as part of the preparation of legal documents described above and develop and arrange for recordkeeping systems for efficient retrieval re the same. 
  • Prepare, analyze and/or review legal documents as described above and produce neat, accurate and appropriately organized finished product of the same. 
  • Perform legal, public records and other research using electronic and hard copy sources such as Lexis, Westlaw, Legislative Information databases, real property databases, etc. 
  • Interpret and apply Federal, State and local statutory and other authorities specific to the practice area. 
  • Good verbal and written communication skills. 
  • Proficient or expert in use of computer software in a law office environment that includes, but is not limited to, Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Eclipse or other file management software, and the internet. 
  • Work hours outside or beyond the usual business work day occasionally and as appropriate to complete work assignments or to perform departmental and firm administrative and/or marketing non-billable assignments. 
  • B.A. or B.S. degree from an accredited college or university, or equivalent experience. 

Location:  Ontario, CA

Prospective employees have provided feedback to the client that one of the most impressive traits of the Firm is the congenial working atmosphere fostered by partners and associates alike.

Position is currently REMOTE until further notice, however candidate should reside in the areas of the designated locations.

Please send your resume to  

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