Senior Legal Records Coordinator (Program Coordinator II)

Position Summary

The Senior Legal Records Coordinator will provide services within the Corporate and Regulatory Center of Excellence. The coordination of work will be primarily public records law compliance, subpoena response, records management and retrieval, electronic and digital records search, retrieval and review within the many departments of MassDOT and the MBTA.

Duties and Responsibilities

• Investigate, organize, and analyze large quantities of records and information which include unrestricted access to confidential policy development materials, employee personnel records, collective bargaining proposals, attorney-client privileged documents and other documents of confidential nature.

• Develop and implement records retention and management standards in accordance with the records retention schedule under the supervision of the Senior Counsel, Public Records and Records Management.

• Identify and apply statutory exemptions under the direction of legal counsel.

• Prepare records for production including correspondence with requestors.

• Draft formal responses, objection letters, and transmittal communications for various records requests.

• Communicate with records requestors and internal stakeholders.

• Prepare and analyze correspondence, memoranda, agreements, and responses to public records requests and subpoenas in public records management software.

• Prepare, run, and analyze reports in public records management software.

• Facilitate timely retrieval of responses within MassDOT and the MBTA.

• Oversee and monitor assigned activities in response to public records requests to ensure compliance and timely response in accordance with Public Records Law.

• Confer with management staff to provide information concerning Public Records and Records Management program evaluation and monitoring.

• Identify, review, and draft briefs and responsive records within MassDOT and the MBTA, including conduct searches of electronic and hard copy records, including e-discovery and use of e-discovery, redaction, and other technology-based tools.

• Assist in various office programs and perform related work as required.

• Provide professional coordination and paralegal services for the Corporate and Regulatory Center of Excellence.

Preferred Qualifications

• At least five years of full-time, or equivalent part-time, experience within a legal setting, using legal technology tools such as e-discovery and redaction software.

• Bachelor’s Degree.

• Excellent organizational, communication, and analytical skills.

• Ability to work in a fast-paced, multi-task, and deadline–driven environment.

About MassDOT

The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s culture and career opportunities can be found at mass.gov/massdot-careers.

MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.

Position Summary

The Senior Legal Records Coordinator will provide services within the Corporate and Regulatory Center of Excellence. The coordination of work will be primarily public records law compliance, subpoena response, records management and retrieval, electronic and digital records search, retrieval and review within the many departments of MassDOT and the MBTA.

Duties and Responsibilities

• Investigate, organize, and analyze large quantities of records and information which include unrestricted access to confidential policy development materials, employee personnel records, collective bargaining proposals, attorney-client privileged documents and other documents of confidential nature.

• Develop and implement records retention and management standards in accordance with the records retention schedule under the supervision of the Senior Counsel, Public Records and Records Management.

• Identify and apply statutory exemptions under the direction of legal counsel.

• Prepare records for production including correspondence with requestors.

• Draft formal responses, objection letters, and transmittal communications for various records requests.

• Communicate with records requestors and internal stakeholders.

• Prepare and analyze correspondence, memoranda, agreements, and responses to public records requests and subpoenas in public records management software.

• Prepare, run, and analyze reports in public records management software.

• Facilitate timely retrieval of responses within MassDOT and the MBTA.

• Oversee and monitor assigned activities in response to public records requests to ensure compliance and timely response in accordance with Public Records Law.

• Confer with management staff to provide information concerning Public Records and Records Management program evaluation and monitoring.

• Identify, review, and draft briefs and responsive records within MassDOT and the MBTA, including conduct searches of electronic and hard copy records, including e-discovery and use of e-discovery, redaction, and other technology-based tools.

• Assist in various office programs and perform related work as required.

• Provide professional coordination and paralegal services for the Corporate and Regulatory Center of Excellence.

Preferred Qualifications

• At least five years of full-time, or equivalent part-time, experience within a legal setting, using legal technology tools such as e-discovery and redaction software.

• Bachelor’s Degree.

• Excellent organizational, communication, and analytical skills.

• Ability to work in a fast-paced, multi-task, and deadline–driven environment.

About MassDOT

The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s culture and career opportunities can be found at mass.gov/massdot-careers.

MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.

Minimum Entrance Requirements

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Current MassDOT employees should use their internal MassCareers account to apply.

All job applications must be submitted online through MassCareers to be considered.

Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.

Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

• For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at talentacquisition@dot.state.ma.us.

• For general questions regarding MassDOT, call the Human Resources Service Center at 857‐368‐4722.

• For a disability‐related reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at 857‐274‐1935.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

PESJobs

Minimum Entrance Requirements

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Current MassDOT employees should use their internal MassCareers account to apply.

All job applications must be submitted online through MassCareers to be considered.

Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.

Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

• For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at talentacquisition@dot.state.ma.us.

• For general questions regarding MassDOT, call the Human Resources Service Center at 857‐368‐4722.

• For a disability‐related reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at 857‐274‐1935.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

PESJobs

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