Legal Assistant - Public Records

About the Role

Under the direction of the City Attorney, perform a variety of secretarial and administrative duties to support office operations and activities related to the processing of public record requests, providing secondary assistance to the Legal Prosecution Services division, and limited reception and office support duties supporting the Legal and Administrative offices of the City.

Responsibilities

• Public Records Request Processing:
  • Using a City designated public record processing software, conduct preliminary review and delegation of public record requests received by the City as directed.
  • Complete preliminary review and redaction of all public records gathered in response to public record requests, including public safety records and digital media, in accordance with Idaho Law and Department policies for City Attorney review.
  • Monitor status and response dates for all public record requests to maintain compliance with Idaho Law and Department policies.
  • Maintain appropriate exemption logs to substantiate compliance with public records request requirements.
  • Communicate with requesters, create invoices, and release records in accordance with Idaho Law and Department policies.
  • Maintain security and confidentiality of all sensitive and confidential records in accordance with Idaho Law and Department policies.
• Support of Legal Prosecution Services:
  • Reviews case records and assembles necessary information for legal proceedings.
  • Reviews, organizes, and indexes pleadings, discovery requests, and responses for attorney review and approval.
  • Assists with the preparation, filing, and service of pleadings.
  • Coordinates the collection, review, and production of documents for discovery requests.
  • Reviews and redacts written materials, as well as video and/or audio files using electronic hardware and software, to help respond to disclosure requirements or prepare for trial.
• General Office Support:
  • Provide general office reception services to Legal and Administrative guests and visitors and direct the public to the appropriate department or individuals.
  • Process and deliver outgoing mail to the Post Office and receive, screen, and distribute Legal and Administration department mail.
  • Perform other administrative support duties as assigned.

Qualifications

The position manages and complies with legal requirements for handling complex, confidential, and sensitive information with tact and discretion. Provides general administrative support as required, data entry, accounting, reporting, research, and special projects as assigned and time allows.

Skills

• Ability to manage and comply with legal requirements for handling complex, confidential, and sensitive information.
• Proficiency in using public record processing software and other relevant tools.
• Strong organizational and administrative skills.
• Excellent communication and interpersonal skills.
• Attention to detail and accuracy in record-keeping and documentation.

Position Details

Position Title: Legal Assistant | Public Records
FLSA Classification: Non-Exempt
Position Term: Limited 12-Month Fixed-Term Position. Potential position continuation dependent upon available funding
Salary Grade: 8
Reports To: City Attorney
Cell Phone Stipend: Ineligible
Supervisory Functions: No Supervisory Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.