Office Assistant II (FOIA)

The City of Saginaw; Saginaw (MI); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Saginaw is seeking an administrative support specialist to process and coordinate FOIA requests for the Police Department, reviewing, redacting, and preparing responses under applicable laws. The role also manages sex offender registrations and supports the Support Services Administrator with daily tasks.

On-site work requires discretion, strong organizational skills, and the ability to meet deadlines while maintaining confidentiality of sensitive information.

Qualifications

• High school diploma or equivalent required.
• 1–3 years administrative experience in public sector, law enforcement or FOIA.
• Ability to obtain Notary Public within 6 months of hire.
• Maintain confidentiality of sensitive information and data.
• Complete required training within six months of placement.
• Possess valid Michigan driver's license.
• Strong verbal and written communication with diverse contacts.
• Evaluate complex FOIA requests and determine release or redaction.
• Proficient in Microsoft Office and law enforcement software.
• Excellent organizational skills and ability to meet deadlines.

Responsibilities

• Respond to FOIA requests and appeals; prepare and disseminate information.
• Review information for FOIA compliance and potential exemptions.
• Redact confidential data in accordance with law and case law.
• Prepare final response letters and extension notices.
• Process subpoenas for police reports and other documents.
• Maintain and update the FOIA request log.
• Calculate and handle billing based on applicable statutes.
• Register new sex offenders and update registrant information.
• Process Crime Victim Services Requests.
• Assist Support Services Administrator with daily tasks.
• Other duties as assigned.

Skills

Administrative experience

FOIA knowledge

Notary eligibility

Communication skills

Confidentiality

Organizational skills

Attention to detail

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Under moderate supervision, this position provides skilled administrative support by processing and coordinating the City of Saginaw’s Police Department Freedom of Information Act (FOIA) requests. Responsibilities include reviewing and processing requests for information submitted under the FOIA determining if the requested information can be released, identifying any confidential data that needs redaction, and ultimately preparing a response to the requester, while adhering to FOIA regulations and deadlines. Additionally, this role involves registering and verifying sex offenders, updating their information, and assisting the Support Services Administrator with daily operational tasks.

1. Responds to requests and appeals for information filed by citizens, journalists, and outside entities pursuant to the FOIA; carry out responsibilities under the Freedom of Information Act: receives, prepares, edits, coordinates, and disseminates FOIA information.
2. Receives and reviews information from various sources to ensure compliance with the Freedom of Information Act.
3. Research, examines, and analyzes documents, audio, and video recordings to provide responses to FOIA requests and determine whether any of the FOIA exemptions apply. Properly redact any protected information consistent with statutory exemption and case law.
4. Prepares final response letters and related correspondence including acknowledgment letters and time extension letters.
5. Process subpoenas for police reports, video footage, and other documents as requested.
6. Maintain and update the log of all FOIA requests.
7. Calculate and handle all billing based on allowable statutes.
8. Registers new sex offenders as well as gathering and inputting accurate information for current registrants.
9. Processes Crime Victim Services Requests.
10. Assists other staff in the performance of their duties as assigned.
11. Performs other duties and tasks as assigned.

The above statements are intended to describe the general nature and level of work performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. High school diploma or equivalent required
2. One to three years of administrative experience working in the public sector, and/or law enforcement entity or FOIA.
3. Ability to obtain Notary Public within 6 months of hire
4. Maintain confidentiality of sensitive information and data encountered in the course of work.
5. Must have the ability to complete special training required to perform this position within six (6) months of being placed in position.
6. Possess and maintain a valid state of Michigan driver’s license.
7. Ability to effectively and professionally communicate, both verbally and in written format with a variety of internal and external contacts.
8. Ability to evaluate complex requests and determine which information can be released.
9. Meticulously review documents to identify sensitive information requiring redaction
10. Proficient working knowledge of Microsoft Office Products as well as the ability to become proficient in various law enforcement software and hardware applications.
11. Must possess excellent organizational skills, including the ability to balance competing demands for time and prioritize workload to meet strict deadlines

Special Requirements

Because of the confidential, sensitive nature of information handled, successful completion of an extensive background investigation is required. Must successfully pass Law Enforcement Information Network (LEIN) certification within six (6) months of being hired. Work is generally performed in a standard office setting on-site. While performing the duties of this job, this employee will occasionally exert up to 25 pounds of force. The employee will frequently sit and occasionally stand and walk; rarely climb or balance, stoop, kneel, crouch or crawl, reach with hands and arms, and push or pull. Work has standard vision requirements; vocal communication is required to express ideas; hearing is required to hear detailed information through oral communication and/or make fine distinctions in sound; work has rare exposure to bloodborne pathogens; work is generally performed in a moderately noisy location (e.g. business office with typing and/or computer printers, light traffic).