Public Records Coordinator (Hybrid)

Calculated Hire; Nashville (TN); Hybrid; USD 28,000 - 32,000; Full time

Job summary

Calculated Hire is seeking a detail-oriented Legal Support Specialist to join the Office of General Counsel in Nashville, TN on a long-term contract with a hybrid work environment.

You will manage public records requests, ensure TPRA compliance, and coordinate with internal stakeholders to meet statutory deadlines while supporting attorneys with document review and administrative tasks.

Qualifications

• Excellent verbal and written communication skills.
• Strong customer service and stakeholder management abilities.
• Demonstrated ability to manage multiple priorities while meeting strict deadlines.
• Exceptional organizational and time-management skills.
• Strong reading comprehension and analytical abilities.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and OneDrive.
• Ability to exercise sound judgment and elevate complex matters appropriately.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Responsibilities

• Receive, review, and process public records requests submitted by citizens, organizations, media outlets, and other external stakeholders.
• Ensure compliance with the Tennessee Public Records Act (TPRA) and departmental policies and procedures.
• Monitor and manage statutory response deadlines, including the seven business-day response requirement, and coordinate extension notices as appropriate.
• Route and coordinate requests with appropriate subject matter experts and departmental personnel to gather responsive records.
• Track requests from initiation through completion, maintaining accurate documentation and audit trails.
• Serve as a primary point of contact for public records inquiries, providing clear explanations regarding procedures, timelines, and document availability.
• Communicate professionally and effectively through email, telephone, and written correspondence, maintaining professionalism and discretion in sensitive situations.
• Build positive working relationships with internal staff, legal counsel, and external requestors.
• Assist attorneys and legal staff with records reviews, document organization, and case-related administrative support.
• Review records for responsiveness and assist with document preparation and transmission.
• Coordinate with legal counsel on complex or high-profile records requests requiring additional review or interpretation.
• Support compliance with records retention standards and legal documentation requirements.
• Maintain confidentiality of sensitive information and adhere to all applicable privacy and legal standards.
• Utilize Microsoft OneDrive and other electronic document management tools to securely store, organize, and transmit records.
• Prepare, compile, and distribute large volumes of electronic documents, using Adobe Acrobat or similar software to organize, redact, combine, convert, and manage files.
• Assist with identifying process improvements and technology solutions that enhance efficiency and accuracy.

Skills

Verbal communication

Written communication

Customer service

Multitasking

Organizational skills

Attention to detail

Discretion / confidentiality

Microsoft Office (Outlook, Word, Excel

Education

Associate's or Bachelor's degree (Legal Studies or related)

Tools

Microsoft Office Suite

Adobe Acrobat

OneDrive

Job description

Calculated Hire is seeking a detail-oriented Legal Support Specialist to join the Office of General Counsel in Nashville, TN on a long-term contract with a hybrid work environment.

You will manage public records requests, ensure TPRA compliance, and coordinate with internal stakeholders to meet statutory deadlines while supporting attorneys with document review and administrative tasks.