Paralegal and FOIA Specialist

Job Overview

The Paralegal and FOIA Specialist provides technical legal and operational support to the Office of Division Counsel in responding to records requests including requests under the Virginia Freedom of Information Act (VFOIA) and the Family Educational Rights and Privacy Act (FERPA) as well as subpoenas duces tecum; maintaining records; and managing cases. The position conducts basic legal research drafts correspondence and performs a variety of administrative tasks to support the Office of Division Counsel. Additionally the position plays an active role in managing VFOIA requests serving as the Divisions Deputy FOIA Officer and acting as the FOIA Officer in the FOIA Officers absence.

Roles and Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed. This is not a comprehensive listing of all responsibilities or tasks; work may differ and other work may be assigned when deemed appropriate.

• Coordinates and manages responses to VFOIA requests subpoenas duces tecum witness subpoenas and FERPA requests by identifying gathering compiling analyzing reviewing redacting and producing responsive records in accordance with applicable laws regulations policies and statutory deadlines.
• Exercises judgment and discretion in the redaction evaluation preparation and disclosure of public records ensuring appropriate protection and disclosure of information under VFOIA and FERPA.
• Applies knowledge of VFOIA to ensure that all requests are handled in accordance with applicable laws policies and regulations; works under the supervision of the FOIA Officer; and collaborates with attorneys in the LCPS Office of Division Counsel to ensure legal compliance with VFOIA.
• Develops project scope as appropriate including determining the format in which records are requested and identifying offices/custodians with potentially responsive records.
• Assesses whether the request requires referral to another internal office school or department and ensures appropriate consultation when necessary.
• Serves as a resource to LCPS staff regarding their responsibilities under VFOIA and FERPA and in responding to subpoenas.
• Initiates and ensures completion of requests with internal stakeholders and subject matter experts to locate responsive records for VFOIA requests FERPA requests and subpoenas duces tecum; communicates search parameters for specialized information technology document collection methods.
• Coordinates the reformulations of requests as appropriate and supports the reviews and redaction of responsive records.
• Gathers writes and edits material for public records responses.
• Keeps key stakeholders informed of VFOIA and FERPA requests and the status of subpoenas duces tecum.
• Keeps current of recent developments in the field of government records and VFOIA including relevant court decisions and VFOIA Advisory Council opinions.
• May testify on behalf of LCPS regarding VFOIA cases and works closely with attorneys in the LCPS Office of Division Counsel to assist in VFOIA litigation.
• Collaborates with the Divisions FOIA Officer to develop internal processes and procedures for the administration of VFOIA FERPA and subpoena matters including assessing the quality effectiveness and compliance of the Divisions practices with applicable laws regulations and written procedures.
• Assumes the duties and responsibilities of the Divisions FOIA Officer in their absence to include communicating with requesters.
• Maintains records of tracked collection methods fees and payments; prepares annual VFOIA reports; and prepares other reports as requested; and assists with fee estimates and communicates with requesters.
• Provides legal and litigation support including assisting with litigation holds; collecting reviewing redacting and producing records for litigation and other legal matters; preparing legal documents and correspondence; and conducting legal research and database searches to identify relevant laws regulations and court decisions.
• Maintains working knowledge of the rules and procedures of state and federal administrative agencies.
• Reviews and researches legal publications and performs database searches to identify laws regulations and court decisions relevant to pending matters.
• Prepares legal materials for School Board meetings and maintains strict confidentiality.

Qualifications

Below are the minimum qualifications for this job. Equivalent combinations of education and experience may be considered.

Education

Bachelors Degree

Experience

• Five years of experience working as a paralegal legal assistant or in a comparable legal support role.
• Five years of experience in project management.
• One year of specialized experience with open records laws and the technical and administrative responsibilities associated with the Virginia Freedom of Information Act (VFOIA) or similar statutes including providing guidance on records practices and procedures; developing procedures in response to legislative changes; and processing complex public-records requests.

Licenses and Certifications

NA

Knowledge Skills and Abilities

• Working knowledge of the basic principles and requirements of FERPA VFOIA subpoenas and court orders.
• Thorough knowledge of modern office terminology procedures software and equipment.
• Thorough knowledge of ethical obligations of attorneys and requirements governing the confidentiality of legal and student records.
• Familiarity with legal software related technology.
• Ability to conduct legal research using web-based legal search services such as LexisNexis or Westlaw.
• Familiarity with local state and federal courts and administrative agencies.
• Ability to communicate effectively with Division staff public officials attorneys requestors and other stakeholders with courtesy professionalism tact and diplomacy particularly regarding the disclosure of information under VFOIA.
• Knowledge of policies procedures and regulations related to public access to public records.
• Ability to maintain complex legal and administrative records and prepare accurate reports from such records.
• Ability to exercise sound judgment and discretion in making decisions consistent with applicable laws regulations policies and established procedures particularly when handling confidential sensitive and legally protected information.
• Ability to work independently with minimal supervision and to assume a leadership role when required.
• Ability to understand and follow complex written and oral directions.
• Ability to lead and work collaboratively with other support/clerical staff.
• Proficiency in Microsoft Office Suite and the ability to learn and effectively use specialized records-management and document-review software.
• Strong analytical organizational and problem-solving skills.
• Ability to work effectively under pressure and meet deadline requirements.
• Ability to establish and maintain effective working relationships with employees at all levels of organization.
• Excellent oral and written communication skills
• Demonstrates a growth mindset.

Physical Requirements

The following provides a brief description of physical requirements for this job:

While performing the duties of this job the employee is regularly required to communicate verbally and exchange information with others. The employee must be able to convey detailed or important instructions accurately and effectively. The employee must possess the cognitive abilities necessary to learn recall interpret and apply relevant practices policies laws and procedures. The employee may occasionally be required to exert up to 25 pounds of force and exert negligible amounts of force to lift carry push pull or otherwise move objects

Reports to:Division Counsel

FLSA Status: Exempt

Months/Days/Hours: 12 months/ 254 days/ 8 hours per day

Salary Level:Universal/Scale B.2 - Exempt Level 13

Salary Scale: Range:$83413 - $154107

Remote Work Eligible:No

Union Designation: Non-Union

Required Experience:

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