Description/Distinguishing Features

The Administrative Assistant - FOIA is responsible for assisting the Assistant FOIA Coordinator/Legal Assistant and Office Coordinator/Legal Assistant. The Administrative Assistant -- FOIA will assist in coordinating and processing Freedom of Information Act requests pursuant to state statute and assisting citizens with requests over the phone, through e-mail, and in person. This position will also perform general and specialized administrative support activities which include answering, screening, and directing telephone calls, taking messages, and drafting and preparing a variety of legal documents. In addition, this position will assist in preparing and maintaining files and records, processing court dockets and discovery requests, and providing information on policies and procedures.

Examples of Duties

A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.

Assist FOIA Coordinator in processing and fulfilling Freedom of Information Act (FOIA) requests.

Assist in receiving, preparing, editing, coordinating, and disseminating FOIA information.

Assist in reviewing and analyzing records in response to FOIA requests and determining whether any exemptions apply.

Properly redacts any protected information consistent with statutory exemptions and case law.

Assists in preparing FOIA final response letters and related correspondence.

Gathers information and compiles data to draft and prepare a variety of documents such as letters, memos, reports, surveys and job advertisements.

Schedules and coordinate various meetings, events and activities to include organizing special programs, locating a facility, preparing invitations, ordering refreshments, and making the necessary travel arrangements.

Answers, screens, and directs telephone calls and public to include taking messages, providing requested information, and responding to citizen concerns, complaints and questions regarding local City ordinances.

Assists in processing court dockets and discovery requests for the prosecution of cases in the 8th District Court.

General administrative support for office.

Performs other related duties, as assigned.

Essential Qualifications

High School Diploma or General Equivalency Degree (G.E.D.).

Minimum of (4) years of office experience with two (2) of those years being in a specialized area of assignment; or an equivalent combination of education and experience sufficient to perform the essential duties of the job.

Must currently be a Notary Public, or able to obtain certification within 90 days of hire.

Must be able to pass state background check and fingerprinting.

Ability to transcribe dictation or speedwriting is desirable; ability to @type a minimum of 40 wpm.

Strong, clear communicator and excellent interpersonal skills; proven ability to effectively and positively communicate with all levels within the organization.

Demonstrates a sense of urgency, prioritizes well, shows energy, responds to opportunities, instills urgency in others, and meets deadlines.

Demonstrated experience with Microsoft Office applications.

City of Kalamazoo

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