Metro’s mission is to provide a world-class transportation system that enhances the quality of life for all who live, work, and play within LA County. DescriptionResearches, analyzes, and responds to all requests for information in any format made by anyone under the California Public Records Act (CPRA) within the limits and exemptions provided in law, using online tracking and research tools, and audits departmental compliance with Metro's Records Management policies.
Examples of Duties- Conducts regular audits of departmental records for all Metro divisions and cost centers, analyzes audits, and advises all departments on compliance with Metro's records and information management program
- Supports all service functions of the Library, Archive and Records Management units to ensure compliance with the CPRA
- Manages incoming records requests, analyzes information being requested, and provides guidance to requestors for correct information sources as required by the CPRA; processes and produces non-exempt records in response to CPRA requests
- Researches and composes written responses to all CPRA requests and legal subpoenas within legally proscribed timeframes; monitors those responses, and analyzes all future requests for similar information to ensure consistent application of records policies
- Confers with legal counsel and insurance administrators on a regular basis regarding legal availability, source, confidentiality, and redaction of information being requested
- Develops and implements records maintenance and analysis systems, assists departments with developing individually appropriate standard operating procedures (SOPs) for records, and performs bi-annual compliance audits in all departments against the records management policy
- Creates metadata schema for electronically stored information to assist with its retrieval, and converts file formats (text, audio, and video) as needed for accessibility, ease of use, and to accommodate customer format preferences
- Interacts with staff at all levels, consultants, and counsel to identify sources and coordinate retrieval and release of information and documents
- Provides written and verbal analysis to attorneys regarding release and/or denial of release of information based on laws, precedents, and practices
- Evaluates, inventories, audits, assists, recommends, documents, and trains users on records systems, standard operating procedures, and records program and policy compliance verbally and in writing
- Researches various online indexes, systems, applications, and other sources of information, including databases, personnel files, and accident, incident, and investigatory files
- Appears in courts of law to testify on behalf of Metro and present records
- Coordinates reproduction of documents being provided; determines charges and receives payments for costs of reproduction and/or labor; maintains records of charges
- Maintains records of information requested and information released to ensure consistent responses to requests for information
- Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out
May be required to perform other related job duties
Minimum QualificationsA combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:
Education- Bachelor's Degree in Records Management, Library Science, Information Studies, Business, Public Administration, or a related field; Master's Degree in Records Management, Library Science, Information Studies, Business, Public Administration, or a related field preferred
Experience- One year of relevant experience analyzing and responding to requests made under the California Public Records Act, Freedom of Information Act, or similar sunshine laws, or in records, document management, knowledge management, library research, or paralegal work; some positions in this class may require specialized experience in area of assignment
Certifications/Licenses/Special Requirements- A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions
- Association of Records Managers and Administrators (ARMA), National Archives and Records Administration (NARA), and National Association of Government Archive and Records Administrators certification(s) preferred
Preferred Qualifications
Preferred Qualifications (PQs) are used to identify relevant knowledge, skills, and abilities (KSAs) as determined by business necessity. These criteria are considered preferred qualifications and are not intended to serve as minimum requirements for the position. PQs will help support selection decisions throughout the recruitment. In addition, applicants who possess these PQs will not automatically be selected.
The following are the preferred qualifications:
- Experience handling confidential and sensitive information
- Experience performing records and document management, library services and/or paralegal work
- Experience devising and analyzing record-keeping, document and data tracking system
Essential KnowledgeKnowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)
- Theories, principles, and practices of information disclosure under the California Public Records Act and other state and federal records law, including the Brown Act (open meetings law), California Public Utilities Commission (CPUC) regulations, and confidential and security sensitive information
- Metro departmental hierarchy and corresponding responsibilities
- Metro policies and procedures
- Procurement procedures and proposals
- Utilization of multiple databases
- Information system software applications
Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)
- Devising and analyzing recordkeeping, document and data tracking systems
- Analyzing complex requests and information, identifying problems or issues, and making recommendations
- Exercising sound judgment and creativity in making decisions
- Communicating effectively orally and in writing
- Interacting professionally with various levels of Metro employees and management, County Counsel, internal and external attorneys, the general public, media, and outside representatives
Ability to (defined as a present competence to perform an observable behavior or produce an observable result)
- Prioritize work to meet legally mandated deadlines
- Complete inventory evaluation audits, analyze audit findings, and prepare comprehensive spreadsheets
- Manage high profile CPRA requests
- Work independently with little supervision
- Ascertain and maintain confidential and security sensitive information
- Understand, interpret, and apply laws, rules, regulations, policies, and procedures
- Prepare reports and correspondence
- Read, write, speak, and understand English
Special ConditionsThe physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.
Working Conditions- Typical office situation
- Close exposure to computer monitors and video screen
Physical Effort Required- Sitting at a desk or table
- Operate a telephone or other telecommunications device and communicate through the medium
- Type and use a keyboard and mouse to perform necessary computer-based functions
- Communicating through speech in the English language required
(HT)
Metro is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, ancestry, national origin, gender, marital status, sexual orientation, religion, age, veteran status, or disability. Learn more about Metro’s Equal Employment Opportunity Program . Metro does not deny participation in the application process to anyone with prior justice system involvement, in line with Fair Chance hiring practices.
Selection Procedure Applicants who best meet job-related qualifications will be invited to participate in the examination process that may consist of any combination of written, performance, or oral appraisal to further evaluate job-related experience, knowledge, skills and abilities.
Application Procedure To apply, visit Metro's website at www.metro.net and complete an online Employment Application.
Computers are available to complete online Employment Applications at the following Metro location:
METRO Headquarters, Employment Office
One Gateway Plaza
Los Angeles, CA 90012
Telephone: (213) 922-6217 or persons with hearing or speech impairments can use California Relay Service 711 to contact Metro.
All completed online Employment Applications must be received by 5:00 p.m. on the closing date.
*Open to the public and all Metro employees
This job bulletin is not to be construed as an exhaustive list of duties, responsibilities, or requirements. Employees may be required to perform other related job duties.
Closing Date/Time: 10/3/2024 5:00 PM Pacific
