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Outreach Coordinator, OLS

New York City Department of Education . – New York, NY

Position Summary: With latitude for independent judgment, the Outreach Coordinator, OLS provides community outreach and related administrative support to the Executive Deputy Counsels and Deputy Counsels, E-Rate Compliance Officer, and other Office of Legal Services attorneys. In addition, this position coordinates meetings for the Executive Deputy Counsels and Deputy Counsels, and performs other work related to the administrative support of the Office of Legal Services. Performs related work.


Reports to: May report to one of the following: (1) Executive Deputy Counsel for Risk Management and Litigation; (2) Executive Deputy Counsel for Administrative Trials, Operations and Compliance, and the Deputy Counsel of the Commercial Unit; (3) Executive Deputy Counsel for Employment and General Practice, and the Deputy Counsel of the General Practice Unit.


Direct Reports: N/A


Key Relationships: Executive Deputy Counsel for Risk Management and Litigation; Executive Deputy Counsel for Administrative Trials, Operations and Compliance; Executive Deputy Counsel for Employment and General Practice, Deputy Counsel of the General Practice Unit, Deputy Counsel of the Commercial Unit, Deputy Counsel for Risk Management and Litigation, E-Rate Compliance Officer, Office of Legal Services attorneys, Office of the New York City Comptroller, Office of the Corporation Counsel, Office of the Special Commissioner of Investigation.


Responsibilities


The Legal Coordinator may be designated to work in one of the following assignments:


Freedom of Information Law (FOIL) Legal Outreach Coordinator


  • Provides and improves community outreach liaison services, including facilitating communication between community organizations, advocacy groups, law firms, the individuals they represent and serve, news organizations, reporters and other members of the press, administrative entities, agencies, and individual members of the public who are seeking access to public information pursuant to FOIL.
  • Communicates with the public through, and maintains and enters data in the OpenRecords portal.
  • Maintains and enters data in various other databases and spreadsheets of legal matters assigned to attorneys in the Office of Legal Services (OLS) and requests handled by the FOIL Unit.
  • Oversees file maintenance, retrieval, and off-site storage.
  • Drafts responses and related correspondence to assist individual members of the public who are seeking access to public information pursuant to FOIL, under the supervision of the Chief Privacy Officer, the Central Records Access Officer, and their deputies and/or designees.
  • Coordinates and improves systems for working with families of current or former DOE students and their attorneys or public advocates in obtaining access to student education records and other records related to public education.
  • Coordinates communications with and retrieves records from various DOE schools and offices in response to requests for information from members of the public and school/community interest groups, including monitoring compliance with legal requirements under FOIL.
  • Coordinates and monitors responses to FOIL requests, including follow-up and interaction with community superintendents, principals, schools and their parent/school communities, and various offices within the DOE, as well as outside attorneys and members of the public.
  • Ensures timely compliance with FOIL procedural requirements to avoid serious penalties for failure to comply with court-ordered deadlines and possible litigation brought against the DOE.
  • Provides technical assistance and training to subordinate staff in community outreach and communication protocols of the FOIL process.
  • Prepares follow-up and other reports and maintains appropriate records.
  • Conducts research to determine whether notices of claims have been filed; responds to related external inquiries.
  • Maintains updated information on the Chancellors Regulations for research and community outreach purposes.
  • Provides support to the Subpoena Unit for similar responsibilities, as needed and as directed by the Chief Privacy Officer.
  • May assist with other duties, including ordering supplies, service of process, reporting defective equipment, maintaining rotation calendar, updating library, etc.

Subpoena Legal Outreach Coordinator


  • Provides and improves community outreach liaison functions, including improving and facilitating communication with the courts, City agencies such as the NYC Administration for Childrens Services (ACS), the District Attorneys Office, charter schools, community organizations, advocacy groups, law firms, the individuals they represent and serve, administrative entities, and individual members of the public who are seeking access or who have obtained access by court order or subpoena to agency records.
  • Coordinates and improves systems for working with families of current or former DOE students and their attorneys or public advocates to obtain access to student education records or general records related to public education.
  • Coordinates and improves working relationships with members of the community who are former employees and entities making inquiries on their behalf; facilitates requests for employment records and confirmation of employment by the DOE.
  • Prepares follow-up and other reports and maintains appropriate records.
  • Serves as community outreach liaison for the Subpoena Unit and DOE officials regarding compliance notifications.
  • Coordinates responses to subpoenas, authorizations for documents, and outside requests for information. This involves follow-up and outreach with community superintendents, principals, schools and parent/school communities, and offices within the DOE, as well as outside attorneys, members of the public, and court officials.
  • Ensures timely subpoena responses to avoid serious penalties for failure to comply with court-ordered deadlines and possible contempt charges; provides outreach assistance to community school district offices on subpoena matters.
  • Assembles and verifies data and records as body of evidence required by the Corporation Counsel and outside counsel.
  • Interacts with attorneys to prepare documentation and locate witnesses for tort cases; utilizes computer systems such as the Human Resources System (HRS) and the Employee Information System (EIS) to assist in the retrieval of information required for the processing of subpoenas and to track delinquent employees.
  • Provides support to the FOIL Unit for similar responsibilities, as needed and directed by the Chief Privacy Officer.
  • May assist with other duties, including ordering supplies, service of process, reporting defective equipment, maintaining rotation calendar, updating library, etc.

Office of Legal Services Outreach Coordinator

  • Maintains updated information on the Chancellors Regulations for research and retrieval in response to requests, including community outreach purposes.
  • Prepares and formats Chancellors Regulations for posting, as needed.
  • Receives, researches, and responds to outside inquiries to the OLS Legal Department or routes them appropriately, on a rotating basis.
  • Tracks requests for information from members of the public and elected officials; maintains a database of requests for information that are assigned to attorneys for a response; assists with correspondence in response to such requests.
  • Coordinates communications with and retrieves records from various DOE schools and offices in response to requests for information from members of the public.
  • Prepares follow-up and other reports and maintains related records.
  • Maintains and enters data in various databases and spreadsheets of legal matters assigned to attorneys in the Office of Legal Services (OLS).
  • Oversees file maintenance, retrieval, and off-site storage.
  • Maintains and updates EXCEL spreadsheets reflecting school assignments and case assignments for the Senior Field Counsel.
  • Performs work using various Microsoft Office applications (e.g., Word and Excel) and other computer applications (e.g., Adobe Acrobat), including letters and other assignments.
  • Maintains and utilizes a system to track case status, enter progress data, close cases, run reports, and archive files.
  • Coordinates and prioritizes complex activities of office employees by processing, recording, checking, maintaining records, furnishing information, and preparing reports.
  • Coordinates inquiries to appropriate DOE offices and retrieves information from them.
  • Assists in gathering information requested by the Executive Deputy Counsel, Deputy Counsel, Associate Counsel, and other attorneys related to specific cases or requests for information.
  • Works with the Executive Deputy Counsel, Deputy Counsel, Associate Counsel, and attorneys to prepare and assemble legal documents.
  • Provides support to the Subpoena Unit for similar responsibilities, as needed and as directed by the Chief Privacy Officer.
  • Organizes and maintains legal files and keeps legal staff informed of pending matters and appointments.
  • Manages Executive Deputy Counsels schedules, and travel arrangements; coordinates meetings for high-level officials.
  • Prepares correspondence; edits, coordinates and types extremely important, complex and/or confidential material, including Chancellors Regulations.
  • Assists the legal office with researching and gathering of data and preparing reports related to assignment for the General Counsel and other senior DOE personnel. This includes maintaining appropriate records and preparing correspondence and other legal documents.
  • Monitors multiple assignments assigned to legal staff by the Executive Deputy Counsels, and Deputy Counsels.
  • Exercises judgment on prioritizing messages, meetings, and incoming requests.
  • Responds to general inquiries from internal staff, other City offices, and the general public.
  • Prepares correspondence and edits confidential materials.
  • Ensures the smooth functioning of office systems and provides general office support.
  • Serves as a liaison to line staff to convey information and instructions from the Executive Deputy Counsels.
  • Oversees the receipt, distribution, and assignment of claim requests from the Comptrollers Office. Communicates with schools and offices within DOE to gather information to process claims. Prepares responses and interacts with Comptrollers offices.
  • Manages request for representation by DOE employees by communicating with employees, gathering relevant paperwork, and preparing recommendation letters for review by Executive Deputy Counsel/designee.
  • Processes requests to preserve records and videos; prepares communications to relevant offices; communicates with outside law firms.
  • Coordinates and handles administrative responsibilities; attends meetings as needed.
  • Drafts responses and related correspondence to assist individual members of the public.
  • Assists other attorneys and administrative staff in the Office of the General Counsel as needed.
  • May assist with other duties, including ordering supplies, service of process, reporting defective office equipment, maintaining rotation calendar, updating library, etc.

Qualification Requirements:


Minimum


  • A baccalaureate degree from an accredited college and two (2) years of experience in community work or community centered activities in an area related to the duties described above; or
  • High school graduation or equivalent and six (6) years of experience in community work or community centered activities in an area related to the duties as described above; or
  • Education and/or experience which is equivalent to 1 or 2 above. However, all candidates must have at least one (1) year of experience as described in 1 above.

Preferred


  • Familiarity and proficiency with Microsoft Outlook, PowerPoint, Adobe Acrobat, Westlaw, and other software, as well as experience in data entry.
  • Excellent communication, interpersonal, and organizational skills.
  • Ability to write clearly and concisely and proofread for typos, grammatical errors, and formatting inconsistencies.
  • Advanced skills in Microsoft Word and Excel.
  • Internal candidates preferred.

Salary: $52,389+


Please include a resume and cover letter with your application.

Applications will be reviewed until position is filled.

NOTE: The filling of all positions is subject to budget availability and/or grant funding.


AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of the Department of Education of the City of New York to provide educational and employment opportunities without regard to race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. Inquiries regarding compliance with this equal opportunity policy may be directed to: Office of Equal Opportunity, 65 Court Street, Room 1102, Brooklyn, New York 11201, or visit the OEO website at http://schools.nyc.gov/OEO


Required Skills
Required Experience

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