Office Assistant II (FOIA)

*Open to SEIU Salaried Members and the Public*

SEIU Salaried Members must apply within the first 14 days of this posting to be considered as an in-house candidate.  Any applications received after the first 14 days will be considered with applications from the public.

Applications will be screened.  Those qualified will be invited to participate in performance testing and an oral interview.  Applicants must successfully pass each of the selection processes by a score of 70% or better to proceed in the process.

This posting is subject to close after 14 days

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Under moderate supervision, this position provides skilled administrative support by processing and coordinating the City of Saginaw’s Police Department Freedom of Information Act (FOIA) requests. Responsibilities include reviewing and processing requests for information submitted under the FOIA determining if the requested information can be released, identifying any confidential data that needs redaction, and ultimately preparing a response to the requester, while adhering to FOIA regulations and deadlines.  Additionally, this role involves registering and verifying sex offenders, updating their information, and assisting the Support Services Administrator with daily operational tasks.

1. Responds to requests and appeals for information filed by citizens, journalists, and outside entities pursuant to the FOIA; carry out responsibilities under the Freedom of Information Act: receives, prepares, edits, coordinates, and disseminates FOIA information.
2. Receives and reviews information from various sources to ensure compliance with the Freedom of Information Act.
3. Research, examines, and analyzes documents, audio, and video recordings to provide responses to FOIA requests and determine whether any of the FOIA exemptions apply. Properly redact any protected information consistent with statutory exemption and case law.
4. Prepares final response letters and related correspondence including acknowledgment letters and time extension letters.
5. Process subpoenas for police reports, video footage, and other documents as requested.
6. Maintain and update the log of all FOIA requests.
7. Calculate and handle all billing based on allowable statutes.
8. Registers new sex offenders as well as gathering and inputting accurate information for current registrants.  
9. Processes Crime Victim Services Requests.
10. Assists other staff in the performance of their duties as assigned.  
11. Performs other duties and tasks as assigned.

The above statements are intended to describe the general nature and level of work performed by people assigned this classification.   They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. High school diploma or equivalent required
2. One to three years of administrative experience working in the public sector, and/or law enforcement entity or FOIA.
3. Ability to obtain Notary Public within 6 months of hire
4. Maintain confidentiality of sensitive information and data encountered in the course of work.
5. Must have the ability to complete special training required to perform this position within six (6) months of being placed in position.
6. Possess and maintain a valid state of Michigan driver’s license.
7. Ability to effectively and professionally communicate, both verbally and in written format with a variety of internal and external contacts.
8. Ability to evaluate complex requests and determine which information can be released.
9. Meticulously review documents to identify sensitive information requiring redaction
10. Proficient working knowledge of Microsoft Office Products as well as the ability to become proficient in various law enforcement software and hardware applications.
11. Must possess excellent organizational skills, including the ability to balance competing demands for time and prioritize workload to meet strict deadlines

Special Requirements
Because of the confidential, sensitive nature of information handled, successful completion of an extensive background investigation is required.  Must successfully pass Law Enforcement Information Network (LEIN) certification within six (6) months of being hired.Work is generally performed in a standard office setting on-site.  While performing the duties of this job, this employee will occasionally exert up to 25 pounds of force.  The employee will frequently sit and occasionally stand and walk; rarely climb or balance, stoop, kneel, crouch or crawl, reach with hands and arms, and push or pull.  Work has standard vision requirements; vocal communication is required to express ideas; hearing is required to hear detailed information through oral communication and/or make fine distinctions in sound; work has rare exposure to bloodborne pathogens; work is generally performed in a moderately noisy location (e.g. business office with typing and/or computer printers, light traffic).