What are the responsibilities and job description for the Open Records Clerk and Admin Assistant - Legal Counsel position at North East Independent School District?
TRANSFER PERIOD CLOSED
Location: Richard A Middleton Education Center
Work Schedule: 230 Days
Work Type: Regular Full-Time
Exempt: No
Pay Grade: C10
REASONS TO JOIN NEISD
**IMPORTANT INFORMATION REGARDING CALCULATION OF PAY: The annual pay for this position is pro-rated based on the effective date of the assignment
EDUCATION AND EXPERIENCE :
High School Diploma or Equivalent
Six years clerical or administrative experience
CERTIFICATION:
Possess or obtain a Texas Notary Public Commission
High School Diplomas and college/university degrees must be obtained from an accredited program or university approved by the United States Department of Education and the Texas Education Agency.
PRIMARY PURPOSE SUMMARY :
Provides comprehensive administrative and technical support to legal counsel. Maintains legal files, sends correspondence, and prepares reports and documents as requested. Serves as Open Records Clerk and works with the Open Records Officer to ensure that public records are organized and maintained per the State records retention schedule and that responses to public disclosure requests comply with the Texas Public Information Act (TPIA).
Provides comprehensive administrative and technical support to legal counsel. Maintains legal files, sends correspondence, and prepares reports and documents as requested. Serves as Open Records Clerk and works with the Open Records Officer to ensure that public records are organized and maintained per the State records retention schedule and that responses to public disclosure requests comply with the Texas Public Information Act (TPIA).
ESSENTIAL REQUIREMENTS AND RESPONSIBILITIES:
1. Provides clerical support to legal counsel including typing, filing documents and preparing high-quality correspondence and other documents as needed.
2. Responsible for accurate record retention and legal filing.
3. Maintains accurate and confidential District Attorney files.
4. Assists legal counsel with correspondence and document preparation.
5. Completes assigned tasks and special projects in a timely manner under direct supervision related to legal compliance.
6. Receives, processes, and responds in a timely manner to public information requests; answers inquiries, explains policies and procedures; provides information and assistance within scope of authority, both internally and with the public.
7. As Open Records Clerk, manages public records/requests by coordinating requests, searching, organizing and filing records, reviewing and analyzing documents and maintaining databases.
8. Gathers requested information within all divisions of the District and disseminates requests to appropriate departments.
9. Consults the Public Records Officer and the District’s Attorney on complex requests, or on applying exemptions.
10. Works with the Chief Operations Officer (COO) to make initial determination as to which requests require an opinion from the Office of the Attorney General, and coordinates with the supervisor and legal counsel.
11. Calculates and assesses charges for Open Records in accordance with the Texas Public Information Act.
12. Maintains a public records request tracking system to monitor timely review and response from departments.
13. Keeps informed of changes in law and legislation regarding records management and public information requests, and ensures records are maintained and destroyed according to the adopted Records Retention Schedule.
14. Routinely contacts Executive Staff, Superintendent's Cabinet, other school District personnel and other attorneys as requested by supervisor.
15. Reviews mail and makes necessary distribution.
16. Compiles reports using various software applications.
17. Coordinates scheduling to ensure deadlines are met.
18. Prepares and reviews materials of highly sensitive nature requiring the highest level of judgment and discretion at all times.
19. Interacts and communicates professionally with top-level executives.
20. Maintains confidentiality of information at all times.
21. Reports to work on time every day.
22. Performs all other tasks and duties as assigned.
QUALIFICATION REQUIREMENTS:
1. Provides clerical support to legal counsel including typing, filing documents and preparing high-quality correspondence and other documents as needed.
2. Responsible for accurate record retention and legal filing.
3. Maintains accurate and confidential District Attorney files.
4. Assists legal counsel with correspondence and document preparation.
5. Completes assigned tasks and special projects in a timely manner under direct supervision related to legal compliance.
6. Receives, processes, and responds in a timely manner to public information requests; answers inquiries, explains policies and procedures; provides information and assistance within scope of authority, both internally and with the public.
7. As Open Records Clerk, manages public records/requests by coordinating requests, searching, organizing and filing records, reviewing and analyzing documents and maintaining databases.
8. Gathers requested information within all divisions of the District and disseminates requests to appropriate departments.
9. Consults the Public Records Officer and the District’s Attorney on complex requests, or on applying exemptions.
10. Works with the Chief Operations Officer (COO) to make initial determination as to which requests require an opinion from the Office of the Attorney General, and coordinates with the supervisor and legal counsel.
11. Calculates and assesses charges for Open Records in accordance with the Texas Public Information Act.
12. Maintains a public records request tracking system to monitor timely review and response from departments.
13. Keeps informed of changes in law and legislation regarding records management and public information requests, and ensures records are maintained and destroyed according to the adopted Records Retention Schedule.
14. Routinely contacts Executive Staff, Superintendent's Cabinet, other school District personnel and other attorneys as requested by supervisor.
15. Reviews mail and makes necessary distribution.
16. Compiles reports using various software applications.
17. Coordinates scheduling to ensure deadlines are met.
18. Prepares and reviews materials of highly sensitive nature requiring the highest level of judgment and discretion at all times.
19. Interacts and communicates professionally with top-level executives.
20. Maintains confidentiality of information at all times.
21. Reports to work on time every day.
22. Performs all other tasks and duties as assigned.
QUALIFICATION REQUIREMENTS:
- Proficient in the use of computer and various software programs
- Excellent organizational, interpersonal, verbal and written communication skills
- Excellent time management and attention to detail
- Ability to work effectively in a fast paced work environment
- Ability to prioritize work and handle deadlines in a timely manner
- Ability to speak effectively before groups of customers or employees of organization
- Valid Texas Drivers License with driving record that meets the requirements of the District
While all applications will be reviewed, not all applicants will be interviewed.
North East Independent School District does not to discriminate on the basis of age, race, religion, color, national origin, sex, marital or veteran status, disability (or relationship or association with an individual with a disability), genetic information or other legally protected status in its programs, services or activities as required by Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; and Section 504 of the Rehabilitation Act of 1973, as amended.
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