Sr FOIL Records Officer

JOB TITLE:                           Senior FOIL Records Officer

SALARY RANGE:               $68,188 - $89,496

HAY POINTS:                       417

DEPT/DIV:                            General Counsel

SUPERVISOR:                      Sr Assoc Counsel-FOIL

LOCATION:                         2 Broadway New York, NY 10004

HOURS OF WORK:            9:00 am - 5:30 pm (7 1/2 hours/day)

                                 

SUMMARY:

This position is responsible for supporting the General Counsel, the Deputy General Counsel & Unit Chief-- eDiscovery & FOIL, and the Senior Associate Counsel – FOIL, by processing the most complex Freedom of Information Law (‘FOIL”) requests received by the MTA.  The position will oversee records collection, preparation of FOIL responses, analysis and reporting regarding FOIL volume and processing time data, and responding to Freedom of Information Law (“FOIL”) requests. The position will be a senior member of the FOIL team, with primary responsibility for records access management, while also working on matters including: collection and reporting of FOIL traffic data, and management of FOIL response archives.

This position is expected to assist the Senior Associate Counsel – FOIL with workflow and technology upgrades, evaluation of complex FOIL requests and issue spotting across FOIL requests.   Unlike FOIL Records Officers, the Senior FOIL Records Officer also will support the Deputy General Counsel & Unit Chief – eDiscovery and FOIL with the FOIL appeal process, including but not limited to, researching FOIL related decisions and COOG opinions, drafting FOIL appeal response letters, and coordinating with FOIL Team members to gather information relevant to FOIL appeal responses. 

 

RESPONSIBILITIES:

• Handle the most complex FOIL requests received by the MTA, as well as evaluating FOIL request traffic, overseeing records collection, preparing FOIL responses and supporting the Senior Associate Counsel - FOIL with development and implementation of departmental initiatives including process, technology and workflow upgrades.
• Serve as a senior advisor on technical needs of FOIL processes, including evaluation of processing systems and advising on potential new technology to maintain best-in-class FOIL compliance.
• Support Senior Associate Counsel – FOIL with establishment of knowledge centers (quick reference guides, bulletins, etc.) for matters affecting team performance, such as large file transfer best practices, standardized FOIL response text, and email search protocols for MTA accounts.
• Provide guidance and direction to Information Technology personnel and other MTA staff for purposes of document collection.
• Support the Deputy General Counsel & Unit Chief – eDiscovery and FOIL with the FOIL appeal process, including but not limited to, researching FOIL related decisions and COOG opinions, drafting FOIL appeal response letters, and coordinating with FOIL Team members to gather information relevant to FOIL appeal responses. 
• Track and report FOIL traffic, including FOIL volume and aging data.
• On an as-needed basis, research and analyze legal issues and statutes, and prepare reports and memoranda, including review attorney's work for factual accuracy.
• On an as-needed basis prepare legal notices of changes in rules, arrange for publication of notices of proposed changes and final adoption of changes, to assure compliance with the New York State Public Officers Law.
• Prepare and review affidavits, notices, resolutions, letters, and other legal documentation.
• Interpret Legal Department policies and State statutory provisions to others including staff of MTA, its agencies, members of the public, and government officials.
• Function as a principal advisor/analyst to senior level stakeholders on matters involving collection of records.
• Work across entire MTA enterprise to identify custodians and collect records in response to FOIL requests.
• Proactively track and comply with statutory deadlines.
• Manage day to day operations issues.
• Coordinate the implementation of FOIL policies among the MTA and its agencies, so they have effect in accordance with the provisions of the New York State Public Officers Law. The process can be complex, and failure to abide by both the letter and spirit of this statutory scheme and implementing regulations may result in substantial cost to the MTA.
• Analyze and make recommendations for policy and procedural changes with final approval from departmental management and/or Senior Management, and support implementation of such changes.
• May provide input into overall strategy and approach, in consultation with departmental management and/or HQ Senior Management. 
• Interpret statutory and regulatory frameworks for review by staff lawyers. Accurately communicate those interpretations to others.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Coordinate among the MTA and its agencies the implementation of FOIL policies which must be effected in accordance with the provisions of the New York State Public Officers Law. Resolving inconsistencies between MTA agency approaches to FOIL responses.
• Due to the constant demands on the time and energies of MTA attorneys, the position is critical to their ability to perform their duties. The attorneys must have a high degree of confidence not only in the technical and practical abilities of the position-holder, but also in his/her ability to exercise good common sense and discretion in performing assigned duties. The position-holder must be depended upon to proactively track deadlines without consultation with the attorneys. The attorneys must be able to rely upon, and have the utmost confidence in, the position-holder to consistently complete assignments and responsibilities with a high degree of reliability, confidentiality, accuracy, efficiency, and timeliness, and that any problems or difficulties which may arise which interfere or inhibit the performance of any function will be addressed in a proactive, appropriate fashion.

Competencies:

• Must have knowledge of general paralegal duties including the following areas: Legal Research and Litigation. •Successful completion of a course in general legal assistant practice from a school approved by the American Bar Association is preferred.
• Excellent communication and interpersonal skills.
• Excellent organizational and presentation skills.
• Excellent attention to detail and compliance with deadlines.
• Demonstrated ability to work with all levels within a given organization.
• Demonstrated ability to communicate and interact well with external agencies. External agencies may include the Governor’s Office for New York State, New York City government, elected and other public officials, as well as any staff located at other federal or state agencies or authorities.
• Demonstrated ability to effectively work in a high-profile, high-pressure environment.
• Demonstrated ability to communicate clearly with key internal and/or external stakeholders.
• Must have strong follow-through skills to effectively obtain results from professional and technical colleagues in implementing short- and long-term goals for various matters.
• Demonstrated ability to complete short- and long-term projects efficiently.
• Demonstrated analytical capabilities and quantitative skills.
• Demonstrated proficiency in Microsoft Office Suite or comparable applications, i.e., Word, Excel, PowerPoint, and Outlook.

 

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in a related field or an equivalent combination of education and experience from an accredited college may be considered in lieu of a degree.
• Must possess a minimum of 3 years Freedom of Information Law or related experience.
• Demonstrated leadership abilities.

 

PREFERRED:

• At least 3 years in a supervisory or leadership role.
• Prior experience working in a large, multi-faceted, fast-paced, organization or governmental body.
• Familiarity with the MTA’s policies and procedures.

           

OTHER INFORMATION:

As an employee of MTA Headquarters, you may be required to complete an annual financial disclosure statement with the State of New York, if your position earns more than $105,472 (this figure is subject to change) per year or if the position is designated as a policy maker.

 

HOW TO APPLY:  

Internal applicants

MTA employees must apply via My MTA Portal. You can submit an online application by logging into My MTA Portal, clicking the My Job Search ribbon, and selecting the “Careers” link.

Logging in through My MTA Portal will link your BSC ID number to your job application to identify you as an internal applicant.

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Equal Employment Opportunity

MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities.

 

The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.