Paralegal (Public Records Specialist)

The State Bar of California; San Francisco (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

A state legal organization in San Francisco is seeking a detail-oriented Paralegal. The ideal candidate will coordinate responses to public records requests and assist with various legal and administrative tasks. Responsibilities include drafting documents, managing records, and ensuring compliance with the California Public Records Act. Candidates should possess a strong understanding of public record laws, excellent judgment, and effective communication skills. This role requires a bachelor's degree or equivalent work experience, along with two years as a paralegal.

Qualifications

• Prior experience handling records requests in a government setting.
• Solid understanding of public record laws.
• Excellent judgment and discretion required.

Responsibilities

• Draft responses to public records requests under CPRA.
• Coordinate and respond to records requests.
• Assist with subpoena and discovery compliance.

Job description

About the Office

The Office of General Counsel (OGC) is in-house counsel to the State Bar, providing a full range of services, including representation of the State Bar in all state and federal courts and before administrative agencies; advocacy of State Bar discipline and admission cases in the California Supreme Court; and providing legal advice to the State Bar Board of Trustees, and all State Bar entities, executives, and programmatic clients.

OGC provides legal advice and representation in the following areas: litigation, admissions and discipline, antitrust, Bagley-Keene Open Meeting Act, bankruptcy, California Public Records Act, collections, contracts, copyright, governance, labor and employment, legislation, regulations and rules, real estate, regulatory work, and general corporate matters.

About the Position

The Office of General Counsel seeks a highly motivated, analytical, detail-oriented professional to join our team. This position will primarily focus on coordinating and responding to requests for records under the California Public Records Act (CPRA), under the supervision of an Assistant General Counsel. Such tasks include, but not limited to:

• Drafting and sending responses to public records requests and ensuring compliance with the CPRA, including drafting initial responses that set out all applicable exemptions.
• Independently communicating with public records requestors to help them identify relevant documents and ensure effective interpretation of requests, as necessary.
• Working with offices within the State Bar to gather records and providing guidance and support to the offices to identify/locate responsive records.
• Independently reviewing documents and determining applicable exemptions and required redactions consistent with the CPRA and the State Bar Act.
• Researching eligible exemptions and stay abreast of changes to the CPRA and related legislation.
• Organizing records with particular attention to detail and maintaining excellent documentation of request status such that backup coverage can be provided during absences – both planned and unplanned.
• Educating and advising staff on CPRA obligations and procedures.

The position will also handle other legal and administrative support tasks under the supervision of an OGC attorney, including, but not limited to:

• Assisting with subpoena and discovery compliance, including reviewing requests, gathering responsive documents, coordinating with internal departments, drafting responses and tracking deadlines.
• Providing support for responding to government claims, including preparation of response letters and tracking deadlines.
• Conducting document review, analysis, and organization for litigation, audits, investigations, or other regulatory matters.
• Assisting with contract management, including drafting standard terms, tracking contract status, and maintaining files.
• Providing litigation support as needed including case management and litigation tracking.
• Providing general support on projects or other assignments as assigned or directed by OGC attorneys, including involving the knowledge, interpretation, and application of State Bar policies, rules, regulations, and procedures.
• May perform a number of other similar or related duties which may not be specifically included within this position description, but which are consistent with the general level of the job.

The ideal candidate has prior experience handling records requests (either under the CPRA or the Freedom of Information Act) in a government setting and a solid understanding of public record laws. They are highly skilled at managing competing priorities, analyzing sensitive documents for legal compliance, and communicating effectively within the organization and to members of the public. Candidates must possess excellent judgment and discretion, be able to work independently, identify legally sensitive information, apply exemption criteria, and produce clear and accurate written responses. They must also be technologically adept, capable of navigating Microsoft Office Suite, document management systems and tracking tools to maintain accurate records and ensure timely responses.

The right candidate will also embody the State Bar's core values, particularly growth mindset, clarity, respect, and excellence. Additionally, they should align with the State Bar's mission, strategic plan, and goals of the office.

Definition

Under general supervision, a Paralegal assists with case planning, development, and management, legal research, client interviews, fact, information gathering, drafting and analyzing legal documents, and collecting, compiling, and utilizing technical information. Distinguishing Characteristics This is an experienced, journey-level classification providing paralegal assistance to other staff. Positions will generally report to a Supervising Attorney or Paralegal Supervisor. The work performed requires knowledge of legal concepts, principles, terminology, and procedures and the extensive use of legal reference material.

Examples of Essential Duties

Duties may include, but are not limited to, the following:

• Draft legal documents, including formal discovery requests, notices, interrogatories, motions, summaries of depositions, memoranda, and correspondence.
• Assists with locating and contacting witnesses, prepares subpoenas, arranges for the interview and evaluation of witnesses, drafts witness declarations in proceedings and pretrial statements, and assists with the preparation of witness testimony.
• Compiles and organizes trial notebooks, exhibits, files, and other materials and documents.
• Coordinates the scheduling of witnesses, answers witness questions, communicates with witnesses regarding the status of their case/trial, coordinates witness travel and expenses, and assists with witness issues, exhibits, and note-taking.
• Draft formal discovery requests and responses, including special interrogatories, requests for admissions, production demands, deposition notices, and motions to compel the attorney.
• Analyzes records and disciplinary files and makes recommendations to the attorney regarding the disposition of files.
• Performs legal research, including statutory and case law, drafts forms, research memoranda, proposed rules, orders, and other documents.
• Prepares summaries of depositions and court transcripts, and witness testimony.
• Monitors and tracks criminal and civil cases in California and other jurisdiction; investigate, gather, and review documentation and information.
• Answers inquiries from the public by providing information and guidelines.
• Performs several other similar or related duties, which may not be specifically included within this job description but are consistent with the general level of the job and the responsibilities described.

Employment Standards

Knowledge of:

• Basic principles, concepts, and methodology of legal proceedings and legal research.
• Principles of legal writing and legal terminology.
• State Bar Law, Rules of Conduct, and procedures as they apply to the performance of major duties and responsibilities of the position (to be obtained during the introductory period).
• Problem identification, analysis, and evaluation.
• Principles of effective writing and verbal presentation.
• Business math for completing non-technical calculations such as addition, subtraction, multiplication, and division.
• Modern office practices and procedures, including using standard computer software such as Microsoft Office and case management system applications.
• Computerized legal research system(s).

Ability to:

• Prepare legal documents, including discovery requests, motions, and summary dispositions.
• Extract and organize information from a variety of sources.
• Organize work, set priorities, and meet deadlines.
• Maintain confidentiality of State Bar documents and records.
• Carry out duties in accordance with policies, procedures, and scope of responsibility.
• Gather, analyze, and interpret data and information.
• Review and analyze complex written documents and problems.
• Establish and maintain effective and productive work relationships.
• Communicate clearly and effectively in person, by telephone, and in writing.
• Write effectively, clearly, concisely, and well-organized, using proper grammar, vocabulary, and punctuation.
• Travel by air and automobile as required.

Minimum Qualifications

Education:

• Bachelor’s degree or equivalent work experience in a field that develops the skills required for the functions and responsibilities of the position.

Experience:

• Two (2) year’s experience as a paralegal.

License, Certificate, and Registration Requirements:

• Certification of completion of an approved paralegal program.
• Mandatory continuing legal education: completing four hours of legal ethics classes every three years and four hours of general law classes every two years.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar’s selection process for this classification.

About the State Bar

The State Bar of California’s mission is to protect the public and includes the primary functions of licensing, regulation, and discipline of attorneys; the advancement of the ethical and competent practice of law; and support of efforts for greater access to, and inclusion in, the legal system.

Our Values

Clarity | Investing in Our People | Excellence | Respect | Growth Mindset

DEI Statement: We are a diverse, equitable, and inclusive workplace where all of our employees and prospective employees experience fairness, dignity, and respect.