Assistant Public Records Access Officer for the Cambridge Police Department na City of Cambridge

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Assistant Public Records Access Officer for the Cambridge Police Department will work in the Police Department and in conjunction with the City’s Law Department under the supervision of the Deputy Superintendent of Administration and the City’s Public Records Access Officer. This position will perform a variety of specific duties to ensure the Police Department’s compliance with the Massachusetts Public Records Law and to enable public access to public records in keeping with all applicable laws, policies, and procedures. The ideal candidate will have experience with and an understanding of the Massachusetts Public Records Law and may have experience with police operations.

Duties shall include but not be limited to:

• Assist persons seeking public records from the Police Department pursuant to the Public Records Law and the City’s policies and procedures, including but not limited to requests for records related to Body Worn Cameras and Public Safety Cameras and other technologies

• In collaboration with the BWC Unit, CPD Records Division, and any other relevant CPD sections/units, ensure timely and appropriate responses to all record requests related to the Police Department pursuant to the Public Records Law and other applicable laws.

• Document Public records requests submitted to the Police Department as required by law and/or the City’s policies and procedures.

• Coordinate the Police Department’s responses to Public Records requests in a timely manner.

• Prepare cost estimate letters and other correspondence in response to public records requests, monitor receipt of payments, and prepare petitions for fees and/or extensions for responses to the Supervisor of Public Records.

• Monitor dockets and assist the Public Records Access Officer and/or Law Department attorneys with respect to public records appeals and other legal proceedings.

• Assist Police Department staff in learning and understanding the requirements of the Public Records Law, preserving public records in accordance with the Public Records Law and other applicable laws, rules, regulations, schedules, policies, and procedures, facilitating public access to public records, and implementing and complying with the requirements of the Public Records Law and the City’s policies and procedures. 

• Review updates to the Public Records Law, prepare for review and approval guidelines the City or Police Department may issue to enable requestors to make informed public records requests and recommend changes to the City’s policies and procedures and assist in implementation of such guidelines, policies, and procedures.

• Provide training, in coordination with the Public Records Access Officer, to Police Department staff in the preparation of responses to the Public Records Law, record keeping and other requirements of the Public Records Law and the City’s policies and procedures.

• Assist in evaluating, implementing, and administering public records management software.

• Prepare and maintain statistical reports on public records requests and submit reports as required by law or the City’s policies and procedures.

• Assist the Law Department, CPD Records Division, BWC Unit and other units as necessary with timely and appropriate responses to all record requests related to the Police Department including but not limited to other agencies’ records requests, court orders or subpoenas.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

MINIMUM REQUIREMENTS:

• Bachelor’s Degree in related field or equivalent combination of education, training, and/or experience.

• At least three years of experience in a role requiring compliance with laws, regulations, or rules pertaining to the handling of deadline driven documents, including working with records or document management systems related to legal practices and procedures; electronic discovery; content management; or online portal software.

• Experience responding to Public Records and/or discovery requests, including experience gathering and reviewing responsive documents or information, redacting, preparing responses and privilege logs, and completing work within mandated timelines.

• Excellent written and oral communication skills, including the ability to clearly explain complex information, including the Public Records Law, regulations, policies, and procedures. Must be highly motivated, reliable, and possess a positive, enthusiastic, and professional attitude. 

• Must have excellent organizational, record keeping, analytical, and planning skills.

• Ability to work as part of a diverse team, build collaborative relationships within teams across the organization, and provide excellent customer service.

• Demonstrated proficiency in Microsoft Office applications (including but not limited to Word, Outlook, and Excel), be comfortable with and have the ability to learn new software applications.

• Ability to work in a highly confidential setting and exercise discretion.

• The City of Cambridge’s workforce, like the community it serves, is diverse.  Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.

PREFERRED REQUIREMENTS:

• Experience in creating and delivering training programs or public presentations on records management or legal issues.

• Juris Doctor degree, although this position will not involve practicing law.

• Familiarity with Optical Character Recognition (“OCR”) software that converts scanned images to electronically readable text and preserves the history of digital record searches.

• Experience identifying and removing annotations and metadata associated with digital records.

• Knowledge of Criminal Offender Record Information (CORI) and Criminal Justice Information Systems (CJIS).

• Experience in a public safety setting.

WORK ENVIRONMENT: Standard office environment. Fluorescent lighting, carpeted floors and air conditioning. Moderate noise level. 

 SUMMARY OF BENEFITS:

• Competitive benefits package including:

• Competitive health, dental, and vision insurance

• Vacation and Sick leave eligible

• Sick Incentive Pay Eligible

• 3 Personal days

• 14 Paid Holidays

• Management Allowance, $2700 year

• City employee transportation benefits (T-Pass reimbursement, Bluebikes membership, EZRide Shuttle)

DOCUMENTS REQUIRED:

Please upload the below documents to complete your application:

• Resume

• Cover Letter