Job Details

Legal Assistant I Records Management

Company name

Port of Oakland.

Organization Type


Job Type

Legal Staff

Date Last Verified

Sep 24,2018

Posted on

Apr 09,2018


USD 6183 Monthly

Years of Experience

Min 3 yrs required


Oakland, CA
Practice Area
Litigation >> Litigation - General/Commercial
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Legal Assistant I - Records Management The candidate will be responsible for a wide range of duties pertaining to the management of hard copy files and electronic documents and files in the Port Attorney's office, implementation of records retention and management policies Port-wide and coordinating responses to public records requests. Performs related work as assigned. Handles a variety of specialized assignments for the department and for Port-wide needs. Assignments require considerable technical knowledge and independent judgment. Oversees and maintains the records management program and system for the Legal Department and develops new or improved methods of handling, protecting, and maintaining Legal records. This class also assists in the development and implementation of Port-wide systems, policies, and procedures for records retention, electronic communications, and public records responses, requiring ability to identify systems that meet the Port's documentation and electronic communications needs and to assist users. Assist in document production for litigation and subpoenas. Develops, implements and maintains the department's records management systems and procedure to identify, categorize, store, scan, retrieve, and dispose of records, including resolutions, ordinances, contracts, and policies. Monitors, assists with implementing, and provides trainings on the development and maintenance of a Port-wide record retention and management program. Evaluates and verifies the processing of files for storage and destruction in accordance with applicable record retention schedules and established procedures. Assists attorneys and legal assistants in document production for litigation and subpoenas. Develops and maintains the department's Intranet webpages; creates Adobe Acrobat "smart forms" for distribution via the Intranet; maintains Internet webpages relevant to department. Trains and assists department personnel in the use of document management, time tracking software, and other software and/or program used in the Port Attorney's office; prepares end-user system documentation. Coordinate Port Attorney's office technology, support, and other issues with IT Department related to the document management system. Develop, implement, track compliance, and train in systems and procedures for Port responses to public records requests. Coordinate with Information Technology staff to assist attorneys or other Port personnel in developing, implementing, tracking compliance, and training in electronic communications (including emails and other cloud-based communications systems) protocols; work with IT staff to identify the appropriate electronic solutions and protocol to maintain a records management program; and identify and adapt appropriate technology for document processing, storing, and tracking electronic communications. May provide lead direction to office support staff; provide back up, as needed.

Qualification and Experience

The candidate must have typical combination would include possession of an associate's degree in public or business administration, paralegal studies, library science or archives, information technology, records management or a related field and 3+ years' experience performing archival or records management-related work or implementation of information technology systems for the management of documents and records. Records management or information technology experience may substitute for the education on a year-for-year basis. Knowledge of: Principles and practices of information governance, records management, and records control systems; Principles of relational database development and software; File management practices and procedures; Principles of Web-specific and cloud-based software; Modern office methods, practices, and procedures; Personal computers, mobile devices, office software (including the Microsoft Office suite of products), electronic communications systems, and general understanding of latest technologies relevant to department; Principles and practices of effective training; Legal requirements pertaining to public agency obligations to retain, destroy, and disclose records.

Additional info

Class Code: 10712

Company info

Hiring Coordinator
Port of Oakland.
530 Water St.,
Oakland, CA 94607